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R-05-06-23-14C1 - 6/23/2005
RESOLUTION NO. R -05-06-23-14C1 WHEREAS, the City of Round Rock desires to retain professional consulting services for web design services, and WHEREAS, Vision Internet Providers, Inc. has submitted an Agreement for Professional Consulting Services to provide said services, and WHEREAS, the City Council desires to enter into said agreement with Vision Internet Providers, Inc., Now Therefore BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS, That the Mayor is hereby authorized and directed to execute on behalf of the City an Agreement for Professional Consulting Services with Vision Internet Providers, Inc., a copy of same being attached hereto as Exhibit "A" and incorporated herein for all purposes. The City Council hereby finds and declares that written notice of the date, hour, place and subject of the meeting at which this Resolution was adopted was posted and that such meeting was open to the public as required by law at all times during which this Resolution and the subject matter hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act, Chapter 551, Texas Government Code, as amended RESOLVED this 23rd day of June, 2005. AT RV) ELL, Mayor City of Round Rock, Texas CHRISTINE R. MARTINEZ, City Secreta @PFDesktop\::ODMA/WORLDOX/O:/WDOX/RESOLUTI/R50623C1.WPD/SC CITY OF ROUND ROCK AGREEMENT WITH VISION INTERNET PROVIDERS, INC. FOR PROFESSIONAL CONSULTING SERVICES THIS AGREEMENT for professional consulting services related to website development ("Agreement") is made by and between the City of Round Rock, a Texas home -rule municipal corporation, whose offices are located at 221 East Main Street, Round Rock, Texas 78664-5299, ("City") and Vision Internet Providers, Inc. ("Consultant"), a California corporation, whose offices are located at 2530 Wilshire Boulevard, 2nd Floor, Santa Monica, California 90403. RECITALS: WHEREAS, City has determined that there is a need for the delineated services; and WHEREAS, City desires to contract for such professional services; and WHEREAS, the parties desire to enter into this Agreement to set forth in writing their respective rights,duties and obligations hereunder; NOW, THEREFORE, WITNESSETH: That for and in consideration of the mutual promises contained herein and other good and valuable consideration, the sufficiency and receipt of which are hereby acknowledged, it is mutually agreed between the parties as follows: 1. COMPLETE AGREEMENT; EFFECTIVE DATE AND TERM This Agreement, and any attachment signed by the Parties which is attached hereto, represents the complete agreement and understanding between Vision Internet Providers, Inc. and the City of Round Rock, Texas, and supersedes any other written or oral agreement with regard to the website development services provided for herein. Any modification of this Agreement is valid only if the modification is in writing and is duly executed by the authorized representative for each Party. City and Consultant are sometimes individually referred to as "Party" and collectively as "Parties." This Agreement shall be effective on the date it has been signed by each Party hereto, and shall remain in full force and effect unless and until it expires by operation of the term indicated herein, or is terminated or extended as provided herein. The term of this Agreement shall be until full and satisfactory completion of the work specified herein is achieved, but in no event later than December 31, 2005. EXHIBIT 2. CONSULTANT'S AGREEMENT TO PROVIDE SERVICES; CITY'S AGREEMENT TO PAY; CONFIDENTIALITY; CITY'S DESIGNATED REPRESENTATIVE Consultant shall provide the services delineated on the attached Exhibit "A," incorporated herein as though recited verbatim, and will comply with the terms and conditions of this Agreement in exchange for City's payment of the fees as delineated in Section 3 of this Agreement and City's compliance with the terms and conditions of this Agreement. This Agreement, and all activities pertaining thereto, and all discussions of any nature regarding City's website development shall be treated as confidential and shall not be disclosed to any parties other than authorized representatives of Consultant and authorized representatives of City. It is agreed by the Parties that City's designated representative for purposes of this Agreement shall be Will Hampton. 3. CONTRACT AMOUNT; PAYMENT FOR SERVICES In consideration for the professional services to be performed by Consultant, City agrees to pay Consultant a total sum not to exceed Seventy-nine Thousand One Hundred Eighty and No/100 Dollars. ($79,180.00), in payment for services and the Scope of Work deliverables as delineated in Exhibit "A." In consideration for the consulting services to be performed by Consultant, City agrees to pay Consultant the following: (i) One payment equal to twenty percent (20%) of the total sum, that percentage payment being $15,836.00, payable upon completion of the brainstorming meetings at the end of the Vision Stage; (ii) A second payment equal to twenty percent (20%) of the total sum, that percentage payment being $15,836.00, payable upon City approval of the homepage design at the end of the Design Stage; (iii) A third payment equal to twenty percent (20%) of the total sum, that percentage payment being $15,836.00, payable upon the implementation of the Vision Content Management Tool and Interactive Components at the end of the Development Stage; (iv) A fourth payment equal to twenty percent (20%) of the total sum, that percentage payment being $15,836.00, payable upon completion of training at the end of the Quality Assurance, Documentation, and Training Stage; and (v) A fifth and final payment equal to twenty percent (20%) of the total sum, that percentage payment being $15,836.00, payable upon completion of Stage 7, the Live Use and Acceptance Stage. 2 There shall be no payment for reimbursable expenses in this Agreement. 4. WORK PRODUCT EXCLUSIVE PROPERTY OF CITY The website content and design which is developed under this Agreement shall be the exclusive property of City ("Work Product"). City may use the Work Product for its own purposes, without additional compensation to Consultant. Notwithstanding anything to the contrary herein, Work Product shall not include the Vision Content Management Tool, Interactive Components and other materials or components designated by Consultant, or any portion thereof, which: (a) have been previously made available to the public or (b) which was already in Consultant's possession prior to services performed under this Agreement ("Consultant's Proprietary Information"). Consultant shall retain all right, title, and interest in all of Consultant's Proprietary Information; however, Consultant hereby grants to City a perpetual, non-exclusive, royalty -free license to use for its own use any Consultant's Proprietary Information that is embedded in the Work Product. 5. WEBSITE HOSTING Consultant will not be hosting the referenced website. 6. WEBSITE MAINTENANCE AND UPDATES Consultant shall provide, at no charge, monthly website maintenance and updates ("Maintenance") for up to five (5) hours each month for a period of three (3) months commencing on the date of the website launch. Maintenance beyond five (5) hours per month in the first three (3) months is optional, and shall be done only at the request of City. Optional services and maintenance after the first three (3) months shall be initiated only at the request of City, and such work shall be considered Extra Work as described in Section 7. 7. EXTRA WORK Additional services not covered in this Agreement and extra hours will be presented by Consultant to City in writing for approval prior to commencement of work ("Extra Work"). Extra Work will be billed at Consultant's prevailing hourly rates, which are currently as follows: HTML Programming, Data Input, $75.00 per hour; Graphic Production $85.00 per hour; Quality Assurance, Testing, Debugging, Webmaster Services, $95.00 per hour; Consulting, Project Management, Database Design, Dynamic Programming, $125.00 per hour; Graphic Design, Training, $100.00 per hour. Straight flatbed scanning will be billed at $10.00 per scan. Touch up work to images will be billed at the Graphic Design hourly rate. City shall be responsible for any or all additional fees including, without limitation: photography, stock images, illustration, scanning, software, 3 applications, online promotion, marketing, copy writing, redesign, change orders, mailings, and fees to any third party vendors, if applicable. 8. INTENTIONALLY LEFT BLANK 9. CITY'S DUTY TO SUPPLY INFORMATION City shall supply all information to Consultant in digital format including without limitation copy, text, audio files, video files, pdf files, photographs, artwork and preexisting graphics. 10. CITY'S ACKNOWLEDGMENT OF COMPUTER SPECIFICATIONS City understands that Consultant will develop website front-end to be compatible with Netscape 6.1 and above and Internet Explorer 5.5 and above. City understands that website backend will be compatible with Internet Explorer 5.5 and above. City understands that website may not be compatible with previous versions. City understands that website will be optimized for 800 x 600 pixels resolution or above. City understands that website will be developed with Hypertext Markup Language ("HTML"), JavaScript, and Microsoft Active Server Pages 3.0 ("MS -ASP") interfaced with a database created in Microsoft SQL Server 2000 ("MS -SQL"). City understands that website is developed to run on a Microsoft Windows 2000 Server using Service Pack 3 ("MS -2000"). City shall be responsible for actual costs of any necessary software licensing. 11. LIMITED WARRANTY Consultant does warrant that all of the deliverables included in this Agreement will be conveyed to City. All programming code developed by Consultant within the project is warranted for a period of twelve (12) months from the date of the completion of the website ("Final Launch"). Consultant will create a back-up of the website on the date of Final Launch. If any warranted problem arises while City or its designee is maintaining the website, Consultant will restore the website back to its condition as it existed at the Final Launch. If Consultant is maintaining and hosting the website, Consultant shall restore the website back to its condition as it existed at the day of the most recent backup. Consultant shall only be responsible for any costs associated with correcting any unmodified programming code during this twelve (12) month period following the Final Launch. Except as expressly set forth in the immediately preceding paragraph, CONSULTANT MAKES NO WARRANTY OF ANY KIND, WHETHER EXPRESS OR IMPLIED, OF MERCHANTABILITY OR FITNESS OF THIS SERVICE FOR. A PARTICULAR PURPOSE WHATSOEVER. In no event, at any time, shall the aggregate liability of Consultant exceed the 4 amount of fees paid by City to Consultant, and Consultant shall not be responsible for any lost profits or other damages, including direct, indirect, incidental, special, consequential or any other damages, however such damages are caused. 12. WARRANTY LIMITATION Consultant does not warrant any results from the use of any web pages created under this Agreement, including but not limited to the number of page or site visitations, download speed, database performance, or the number of hits or impressions. 13. GUARANTEE Although Consultant may offer an opinion about possible results regarding the subject matter of this Agreement, Consultant cannot guarantee any particular result.. City acknowledges that Consultant has made no promises about the outcome and that any opinion offered by Consultant in the future will not constitute a guarantee. 14. CONSULTANT'S RIGHT TO DEVELOPMENT CREDIT Consultant may use any web pages developed for City in any of its own promotional materials only as examples of its work. City agrees that Consultant may have a page within the website that gives credit to Consultant for developing the website, has Consultant's contact information, and a link to Consultant's website. 15. WARRANTY AS TO RIGHTS TO DISPLAY Each Party warrants that it holds all rights necessary to display all the images, data, information or other items being displayed at City's web pages during the effective period of this Agreement. City expressly authorizes Consultant to display and/or modify any City -supplied images, data, information and other items in connection with the services provided herein. 16. ADHERENCE TO LAWS Consultant agrees to perform this Agreement in strict accordance with, but not limited to, all local, state, and federal laws. City agrees to use the website in strict accordance with, but not limited to, all local, state, and federal laws. City hereby agrees that any text, data, graphics, or any other material published by City on its website is free from violation of or infringement upon copyright, trademark, service mark, patent, trade secret, statutory law, common law or proprietary or intellectual property rights of others, and is free from obscenity or libel. 17. SOFTWARE LICENSING 5 All software used in the development of the website and not created by Consultant is licensed to Consultant, its staff, or subcontractors for website development. All data files created by Consultant exclusively for the use and benefit of City shall be licensed to City at no charge, except as provided herein. City shall be responsible for any or all additional licensing fees to any third party including, without limitation, photography, stock images, and software applications. 18. WEBSITE HOSTING Consultant will not be hosting the referenced website. 19. INDEMNITY BY CONSULTANT Consultant will defend, hold harmless and indemnify City, its officers, directors, employees, and agents from and against all liability, loss, cost, damage, or expense, including reasonable attorney's fees, resulting from any claim of injury to person, damages to property, or monetary damages arising out of Consultant's negligence or intentional misconduct or failure to perform obligations under this Agreement. 20. INDEMNITY BY CITY City will defend, hold harmless, and indemnify Consultant, its officers, directors, shareholders, employees, and agents from and against all liability, loss, cost, expense, including reasonable attorney's fees, resulting from any claim of injury to person, damages to property, or monetary damages arising out of City's negligence or intentional misconduct or failure to perform obligations under this Agreement. 21. ESTIMATED TIMES Estimated times are included for convenience. Actual times will vary depending on City interaction and participation. However, the Parties agree to reasonably cooperate with one another in the construction and design of the website in a timely manner. 22. INTENTIONALLY LEFT BLANK 23. NO WAIVER The waiver by either Party of any term or condition of this Agreement, or any breach thereof, shall not be construed to be a general waiver by said Party or as a waiver of any other term or breach. 6 24. NO MODIFICATION EXCEPT BY WRITTEN AGREEMENT Neither the course of conduct between the Parties nor any trade practice shall act to modify the provisions of this Agreement. This Agreement may only be modified by written agreement as expressly provided for herein. 25. AUTHORITY TO BIND With the intent to be legally bound, each of the undersigned hereby covenants and acknowledges that he, she or it (a) has read each of the terms set forth herein, (b) has the authority to execute this Agreement for such person or entity, and (c) expressly consents and agrees that the person or entity upon whose behalf the undersigned is acting shall be bound by all terms and conditions contained herein. 26. IMPARTIALITY OF INTERPRETATION It is understood and agreed that if any interpretation is to be made of this Agreement, the same shall not be construed for or against any of the Parties. 27. RIGHT OF PARTIES TO SEEK INDEPENDENT LEGAL COUNSEL The Parties have each been advised to seek independent legal counsel in entering into this Agreement and the transactions described herein. In the event a Party chooses not to seek independent legal counsel, that Party does so freely and knowingly and waives any such rights to counsel. Since the Parties or their agents have participated fully in the preparation of this Agreement, the language of this Agreement shall be construed simply, according to its fair meaning, and not strictly for or against any Party. 28. ATTORNEY'S FEES Should a dispute, including but not limited to any litigation or arbitration be commenced (including any proceedings in a bankruptcy court) between the Parties hereto or their representatives concerning any provision of this Agreement, or the rights and duties of any person or entity hereunder, the Party or Parties prevailing shall be entitled to reasonable attorney's fees and court costs incurred by reason of such action. 29. JURISDICTION AND VENUE This Agreement shall be enforceable in Round Rock, Williamson County, Texas, and if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein, exclusive venue for it shall lie in Williamson County, Texas. This Agreement shall be governed by and construed in accordance with the laws and court decisions of the State of Texas. 30. MEDIATION; NO ARBITRATION If a dispute or claim arises under this Agreement, the Parties agree to first try to resolve the dispute or claim by appropriate internal means, including referral to each Party's senior management. If the Parties cannot reach a mutually satisfactory resolution, then and in that event any such dispute or claim may be sought to be resolved with the help of a mutually selected mediator. If the Parties cannot agree on a mediator, City and Consultant shall each select a mediator and the two mediators shall agree upon a third mediator. Any costs and fees, other than attorney's fees, associated with the mediation shall be shared equally by the Parties. City and Consultant hereby expressly agree that no claims or disputes between the Parties arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9 USC Section 1-14) or any applicable state arbitration statute. 31. MULTIPLE COUNTERPARTS This Agreement may be executed in counterparts, each of which shall be an original and all of which together shall constitute one and the same Agreement. This Agreement becomes effective upon the date upon which is duly executed by the last Party to so execute. City agrees to furnish Consultant with an executed copy of this Agreement. 32. FORCE MAJEURE Any delay in the performance by either Party of its obligations hereunder shall be excused when such delay in performance is due to any cause or event of any nature whatsoever beyond the reasonable control of such Party, including, without limitation, any act of God; any fire, flood, or weather condition; any computer virus, worm, denial of service attack; any earthquake; any act of a public enemy, war, insurrection, riot, explosion or strike; provided, that written notice thereof must be given by such Party to the other Party within ten (10) days after occurrence of such cause or event. 33. SELECTION BASED ON REQUEST FOR PROPOSAL AND RESPONSE; SEVERABILITY City selected Consultant as the integrator of choice to supply the goods or services as outlined in Attachment "A" (Scope of Work), Attachment "B" (City's Solicitation 05-20 Request 8 for Proposal Web Site Design), and Attachment "C" (Vision Internet's Proposal as Response to Solicitation), all of which are attached hereto and made a part hereof for all purposes. The intent of these documents is to formulate and/or support an Agreement listing the responsibilities of both parties as outlined herein and in the Solicitation and as offered by Consultant in its Response to the Solicitation. The Agreement includes the following: A. Scope of Work; B. City's Solicitation 05-20 Request for Proposal Web Site Design; C. Vision Internet's Proposal as Response to Solicitation. Any inconsistencies or conflicts in the contract documents shall be resolved by giving preference in the following order: (1) This Agreement; (2) Attachment "A" (Scope of Work); (3) Attachment "B" (City's Solicitation 05-20 Request for Proposal Web Site Design) If any portion of this Agreement is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect. 34. SECTION HEADINGS The titles and headings of the sections and paragraphs of this Agreement have been inserted for convenience of reference only and are not intended to summarize or otherwise describe the subject matter of such and shall not be given any consideration in the construction of this agreement. 35. INVOICES All invoices shall include to City from Consultant shall, at a minimum, contain the following information: A. Name and address of Consultant; B. Purchase Order Number, if any; C. Description and quantity of items or services received; and D. Delivery dates. 9 36. PROMPT PAYMENT ACT PROVISIONS In accordance with Chapter 2251, V.T.C.A., Texas Government Code, payment to Consultant will be made within thirty (30) days of the day on which City receives the performance, supplies, materials, equipment, and/or deliverables, or within thirty (30) days of the day on which the performance of services was complete, or within thirty (30) days of the day on which City receives a correct invoice for the performance and/or deliverables or services, whichever is later. Consultant may charge a late fee of one percent (1%) for payments not made in accordance with this Prompt Payment Policy; however, this Policy does not apply to payments made by City in the event: A. There is a bona fide dispute between City and Consultant concerning the supplies, materials, or equipment delivered or the services performed which causes the payment to be late; or B. The terms of a federal contract, grant, regulation, or statute prevent City from making a timely payment with federal funds; or C. There is a bona fide dispute between any of the parties and subcontractors or between a subcontractor and its suppliers concerning supplies, materials, or equipment delivered or the services performed which causes the payment to be late; or D. Invoices are not mailed to City in strict accordance with instructions, if any, on the purchase order or the Agreement or other such contractual agreement. 37. CITY'S DESIGNATED REPRESENTATIVE City hereby designates the following representative authorized to act in its behalf with regard to this Agreement: Will Hampton 221 East Main Street Round Rock, Texas 78664 (512) 218-5409 38. DEMAND FOR ASSURANCE Whenever either Party to this Agreement, in good faith, has reason to question the other Party's intent to perform hereunder, then demand may be made to the other Party for written assurance of the intent to perform. In the event that no written assurance is given within the reasonable time specified when demand is made, then and in that event, the demanding Party may treat such failure as an anticipatory repudiation of this Agreement. 10 39. NOTICES All notices and other communications in connection with this Agreement shall be in writing and shall be considered given as follows: A. When delivered personally to recipient's address as stated herein; or B. Three (3) days after being deposited in the United States mail, with postage prepaid to recipient's address as stated in this Agreement. Notice to Vendor: Vision Internet Providers, Inc. 2530 Wilshire Blvd, 2nd Floor Santa Monica, CA 90403 Attn: Steven Chapin Notice to City: David Kautz Assistant City Manager and Chief Financial Officer 221 East Main Street Round Rock, TX 78664 AND TO: Stephan L. Sheets City Attorney 309 East Main Street Round Rock, TX 78664 Nothing contained herein shall be construed to restrict the transmission of routine communications between representatives of City and Consultant. 40. NON -APPROPRIATION This Agreement is a commitment of City's current revenues only. It is understood and agreed that City shall have the right to terminate this Agreement at the end of any City fiscal year if the governing body of City does not appropriate funds sufficient to purchase the services as determined by City's budget for the fiscal year in question. City may effect such termination by giving Consultant a written notice of termination at the end of its then -current fiscal year. 41. INDEPENDENT CONTRACTOR STATUS Consultant is an independent contractor, not City's employee. Consultant's employees or 11 subcontractors are not City's employees. This Agreement does not create a partnership relationship. Neither party has authority to enter into contracts as agent for the other party. Consultant and City agree to the following rights consistent with an independent contractor relationship: A. Consultant has the right to perform services for others during the term hereof. B. Consultant has the sole right to control and direct the means, manner and method by which services required by this Agreement will be performed. C. Consultant has the right to hire assistants as subcontractors, or to use employees to provide the services required by this Agreement. D. Consultant or Consultant's employees or subcontractors shall perform the services required by this Agreement City shall not hire, supervise, or pay any assistants to help Consultant. E. Neither Consultant nor Consultant's employees or subcontractors shall receive any training from City in the skills necessary to perform the services required by this Agreement. F. City shall not. require Consultant or Consultant's employees or subcontractors to devote full time to performing the services required by this Agreement. G. Neither. Consultant nor Consultant's employees or subcontractors are eligible to participate in any employee pension, health, vacation pay, sick pay, or other fringe benefit plan of City. 42. ASSIGNMENT AND DELEGATION Neither Party may assign any rights or delegate any duties under this Agreement without the other Party's prior written approval, which approval shall not be unreasonably withheld. 43. TERMINATION A. This Agreement may be terminated by either Party as follows: a At any time, without penalty and with or without cause, with not less than thirty (30) days' written notice to the other Party. b. Due to a material breach or default of the other Party in the performance of its responsibilities and obligations under this Agreement, provided such material breach is not cured within thirty (30) days from the date of written notice of such breach or 12 default, unless immediate termination is permitted under paragraphs c. or d. immediately below. c. In the event the other Party shall become insolvent, make a general assignment for the benefit of creditors, suffer or permit the appointment of a receiver for its business or assets, become subject to any proceeding under any bankruptcy or insolvency law whether domestic or foreign, or become liquidated, voluntarily or otherwise. B. Upon termination of this Agreement, Consultant shall return all documents, information and data relating to the Project. Consultant may not retain materials or data without City's express written permission. Consultant agrees not to disclose such data to any third party unless otherwise directed by City or as required by law. C. Save and except for those sums due and payable, or which may later be determined to be due and payable pursuant to applicable provisions governing termination, should this Agreement be terminated by either party: 1. If terminated by City, Consultant shall discontinue all services in connection with the performance of this Agreement and shall proceed to cancel all existing orders and agreements insofar as such orders or agreements are chargeable to this Agreement. Within thirty (30) days after receipt of notice of termination, Consultant shall submit an invoice showing in detail the satisfactorily performed services under this Agreement to the date of termination. City shall pay Consultant that portion of the prescribed undisputed charges. Termination of this Agreement shall not relieve Consultant of any obligations or liabilities occurring prior to termination. 2. If terminated by Consultant, Consultant shall discontinue all services in connection with this Agreement and shall terminate all existing orders and agreements insofar as such orders and agreements are chargeable to this Agreement. Within thirty (30) days of date of termination, Consultant shall submit an invoice showing in detail the satisfactorily performed services under this Agreement to the date of termination. City shall pay Consultant that portion of the prescribed undisputed charges. Termination of this Agreement shall not relieve Consultant of any obligations or liabilities occurring prior to termination. D. The parties acknowledge and agree that Consultant shall not be entitled to compensation for services it would have performed under the remaining term of 13 this Agreement except as provided above. 44. LOCAL, STATE AND FEDERAL TAXES Consultant shall pay all income taxes, and FICA (Social Security and Medicare taxes) incurred while performing services under this Agreement. City will not do the following: A. Withhold FICA from Consultant's payments or make FICA payments on Consultant's behalf; B. Make state and/or federal unemployment compensation contributions 011 Consultant's behalf; or C. Withhold state or federal income tax from Consultant's payments. 14 IN WITNESS THEREOF, City and Consultant have executed this Agreement on the dates indicated. CITY OF ROUND ROCK, TEXAS By: Printed Name: Title: Date Signed: ATTEST: Christine R. Martinez, City Secretary APPROVED AS TO FORM: Stephan L. Sheets, City Attorney VISION INTERNET PROVIDERS, INC. By: //s- '7 Printed Name: 51-tvc„ C t, p;,, Title: P-c.a e1a..-1- Date Signed: 6It3/05 15 ATTACHMENT A - SCOPE OF WORK This document describes the website to be provided by Vision Internet Providers, Inc. (Contractor) for the City of Round Rock (City). The project will include: ❑ Attractive Design: A website design that reflects the City, draws people in, and makes it immediately obvious that the website is the best place to get information and access resources. ❑ Intuitive Navigation: The information should be easy to find with the most important information accessible from the homepage to make it easier for website visitors. ❑ Content Management Solution: A content management tool will facilitate management of content to non-technical staff throughout the City. ❑ Integrated Interactive Components: Interactive components will be implemented to make the website more engaging and useful for website visitors, by allowing them to quickly zero in on the information most important to them. Each of these recommendations is discussed in more detail in the sections that follow. Attractive Design The new website will be inviting, easy to use, and will reflect City's unique identity: This will be accomplished through the following design characteristics: ❑ Creative design that incorporates custom design elements and the most important information easily accessible from the homepage. ❑ Photos and Collages of the City and its local landmarks. ❑ Consistent branding through a professional design theme, using existing and established City of Round Rock branding. ❑ Use of Cascading Style Sheets to ensure future consistency and separation of content and design. ❑ Section 508 Compliant making it accessible by persons with disabilities. ❑ Easy to use drop down menus helping users to quickly understand navigation and locate information. ❑ Breadcrumbs to show the user's current path to let them know exactly where they are on the website. Intuitive Navigation For your website, we recommend organizing information by department, by topic, and/or by target users. This is the approach the Contractor used on many other government websites, making it easy for visitors to find information. This is largely because content is available through multiple "paths" making it simple for users to find information regardless of the way they prefer to navigate the website. EXHIBIT A City's Initials Contractor's Initials It is also easy for City's staff to update and maintain web pages because of Contractor's single -source web -publishing model. The City can update the web page one-time, and it is published to multiple locations throughout the site. This prevents having inconsistent content while maintaining maximum usability for website visitors. Content Management Solution Content management tools allow non-technical staff to add, edit, and delete content and to control who has access to managing different areas of the website. This means that City staff can update virtually any page in the website (even update or add Meta Tags), without knowing how to program. This is done through simple, easy to use administration screens. This project will include the implementation of Contractor's Microsoft ASP and SQL Server based content management tool ("Vision Content Management Tool"). The content management tool includes several functions that make it easy for non-technical staff. The most important include: ❑ Browser -Based Administration allows for easy management of content by anyone versed of surfing the Internet and using basic word processing programs. There is no need for your staff to know programming when updating content. This allows authorized staff members to update, delete, and create new pages based on a predefined template, and insert them within the website's navigation. ❑ Secure Administration offering password protection to content management functions. Our sophisticated tool allows you to grant management rights to specific users or groups of users. Administration rights can be granted to the entire site or restricted to specific areas or types of content (i.e. by department). ❑ WYSIWYG Text Editor based upon standard document creation tools make it easy for your non-technical staff to edit and format text. With the WYSIWYG (What You See Is What You Get) editor, they can .change font styles, colors, sizes, and formatting such as bold, italics, and underlining. 2 City's Initials �^ Contractor's Initials /" ! s. €1t Sei2LkQn' •. Font..Si • Font Calor • 83aCICs�ltita<ki Cat • Boisk..... • Itatics • Slrike-tfireugh • Supetscsipt and Suftstrpt • Paratgapir:Plignnent . u ntation edLists Lists • Pas#e • Create Tattles • Insert Images • Inert Form Fields • Mach Documents • insert Links • Spell Cl1egc • More Figure 1 WYSIWYG text editor. ❑ Form Authoring tool enables City to create basic form -to -email forms where the results are automatically emailed to a specific staff member. ❑ Spell Check to help make sure content is free of spelling errors. ❑ Styles give web pages a consistent look because styles can be applied to such elements as text, headers, and lists. o Design Templates to enable staff to apply different colors and styles to pages by selecting the design template to apply to the page. ❑ Single -Source Web Publishing permits administrators to update a single web page yet changes will be reflected on multiple pages throughout the site. o Navigation Control allows adding new pages or move pages anywhere within the website. o Page Linking enables creating links to any page in the website or to other websites. o Search and Replace tool so City can replace a word or phrase within the page. ❑ Email Address Masking to prevent spammers from getting the email addresses of City employees when crawling your site. o Document Central so City can store a single version of each document in a central place and link to them from virtually any page in the website. o Image Library so City can store a single version of each image in a central place and subsequently add images to virtually any page in the website. o Content Scheduling saves time and money because all standard pages and specific predefined component content can be set up to publish ahead of time and be automatically removed or archived when it will no longer be relevant. o Printable Pages enables website visitors to print out virtually any page on the website for reading off line. 3 City's Initials Contractor's Initials ❑ Content Approval Cycle allowing City staff to create content that goes through multiple levels of review and approval before going "live." included Interactive Components Also included are content management tools for managing special types of content and to provide a higher level of interactivity to website visitors. The following Interactive Components are included in the scope of the project: ❑ Approval Cycle ❑ Job Postings ❑ Calendar ❑ Link Library ❑ Design Themes ❑ Most Popular Pages ❑ Document Central ❑ News and Newsletters ❑ Dynamic Homepage ❑ Printable Pages ci e -Notification ❑ Site Search ❑ Forward to a Friend ❑ Sitemap Generator ❑ Frequently Asked Questions ❑ Staff Directory ❑ Image Library ❑ Survey Tool Each of these Interactive Components is described in detail below. APPROVAL CYCLE For websites where content authorship and updates are distributedthroughout an organization's departments, it is helpful to implement the Approval Cycle tools where content updates and changes do not go "live" on the website until they have been approved by one or more persons. This allows the City to segment the management of content by groups of users (such as departments), in addition to types of content as determined by the interactive components. It is extremely flexible, allowing the City to define as many workflows required with as many steps in the approval as the City deems necessary. Contractor recommends one workflow per department with up to three steps in each. CALENDAR The Calendar can improveattendance at events and meetings by making it easier for users to find the types of events most important to them. The Calendar can be implemented in a user-friendly monthly, or yearly, format. To further assist users, the Calendar has filtering tools that allow users to find information by month, category, or even departments. This makes it quite easy to locate specific information. To make Calendar management simple for staff, all events are stored in a central database. Additionally, it provides the same formatting tools available for authoring pages, thus allowing users to add images, create links to other content in the website, and attach documents (such as flyers, agendas, staff reports or any other type of document) from the Document Central. Staff can easily add, delete, or modify events through a simple browser interface. What a wonderful time savings! 4 City's Initials Contractor's Initials CA To further help save time, the Contractor's Recurring Event Tool allows the City to create recurring events where the same event (such as monthly commission meetings), can be setup in one easy step. It allows weekly, monthly, and yearly recurring events. Once the individual events are defined, the City can edit them independently. This enables each event to have its own unique description, agenda, and so on. DESIGN THEMES The Design Themes tool allows the City to give subsections of the website their own unique look and feel. This provides overall navigational and page layout consistency website visitors. The navigational and page layout consistency will make navigating the site easier for users; the structure will remain the same throughout the website. At the same time, however, by being able to apply different graphic designs and color schemes to different sections, the City can incorporate distinct branding elements into a single website. To make it easy for staff, they simply select the design theme to be applied to the page, from a list of available options that Vision Internet defines for the content management tool. Included in the project is up to five design templates. DOCUMENT CENTRAL One of the main reasons people visit a local government website is to get information and download important documents and forms. With the Document Central, website visitors can easily find the information they need, and the City may slash printing or distribution costs for all types of documents. Based on Contractor's extensive experience in content management, Contractor recommends a centralized location for all documents. This allows website visitors to browse for documents from a single, categorized location as well as to access the information from individual pages within the website. Furthermore, it allows easier administrator management of the documents, thus preventing confusing links and ensuring there are not multiple versions of the same document throughout the site. The City can also replace a file in the Document Central and eliminate the need for updating links to documents from within pages throughout the website. The Contractor recommends all documents be stored in Adobe Acrobat PDF format to enable everyone to view, regardless of platform. However, the City may upload most types of files including Microsoft Word, Excel, graphics files, and audio or video clips. DYNAMIC HOMEPAGE Contractor will work with the City to determine the best layout for your Dynamic Homepage. Contractor will then implement a predefined template that may incorporate links, introductory or teaser text, and even photo thumbnails. Additionally, the Contractor can implement the Dynamic Homepage to list upcoming events from the Calendar, documents from the Document Central, and news from the News component. While a single Dynamic Homepage is usually required, additional pages can be implemented for departments or specific audiences. This has proven popular for other cities to create an overall identity, while enabling individual departments to more 5 City's Initials Contractor's Initials effectively promote their own services. Other included interactive components (such as Calendar, FAQ, News, Link Library, etc.) can be filtered by department and displayed within that specific department's page. This way, within a predefined Department Page (i.e. either department homepage or sub-pages), a website visitor only sees content specific to that department. Pricing is based on the number of additional homepage templates required. Included in the project, is a main homepage plus a template for department homepages. E-NOTIFICATION The Contractor's e-Notification tool provides a sign-up box allowing users to add their email addresses to receive important notices, and set their preferences for the e- notifications they would like to receive. Each registration is verified via a confirmation email that the user must respond to in order to complete the registration process. This same mechanism allows each user to change preferences including opting out from subscription lists. To better manage the e-notification process, City staff can see how many subscribers there are for each category, plus edit subscriber information and export the subscriber database for use in other systems. The e-Notification tool also integrates with the News and Newsletters components, providing the ability to broadcast news and newsletter content from the City's website to your subscribers. There is no need to recreate the content. This integrated approach enables users to sign up for different types and categories of content on a single subscription page in order to have it delivered directly into their email box. FORWARD TO A FRIEND With the Forward to a Friend component, the City can flag individual pages as available for forwarding to a coworker, friend or colleague. Additionally, the interactive components will automatically have a button for forwarding to a friend. The simple form asks for both the sender's and recipient's email addresses, and, if they care to, allows comments to send any along with the page link. The recipient will receive a short email from their colleague directing them to a specific page on the website. FREQUENTLY ASKED QUESTIONS The Contractor's Frequently Asked Questions component provides a simple and easy way for users to find the information they need. Website visitors are able to browse the list of questions (and answers) by categories defined by the City. Because multiple categories may be assigned to each question, visitors will be able to find answers, based upon the category that best matches what they are looking for. Unlike creating a FAQ page manually (which can be tedious and time consuming), the Contractor's simple tool makes it easy. City staff input all questions and answers through a simple, centralized interface where they enter the question, the answer, and assign one or more categories to the FAQ. 6 City's Initials Contractor's Initials IMAGE LIBRARY The Image Library is a centralized place where all images used in the website are stored. This saves space as there is a single version of each image used on the website. This also provides greater control, as the City can restrict the ability to add new images to specific staff members within the organization. When deleting images from the Image Library, they are archived to prevent accidental broken links within the website. JOB POSTINGS To post jobs, City HR staff simply fills out a form that can have any number of fields you define (such as position, department, salary, and benefits). Postings can be scheduled as to when they go live on the website and when they expire, thus reducing administrative time and costs. To make it easy for users, postings can include interactive tools for filtering available positions by category, type of position, posting date, and salary. The City's staff is able to define the categories or classification of Job Postings. Additionally, the City is able to attach PDF forms or link to a simple job application to allow people to fill out their job applications online. LINK LIBRARY Site visitors appreciate having links to important information and resources. The Link Library allows users to browse links they are interested in, based upon categories predefined by the City. Since there may be several categories that apply to an individual link, multiple categories can be assigned to each link without double entry. The City can give the link a name, add a description, and, if the City chooses, a thumbnail photo. MOST POPULAR PAGES TOOL With the Most Popular Pages Tool, users can filter lists of pages by the department or topic the City has assigned to the pages. Because the tool also tracks how many times each page is viewed, the list automatically shows the most popular pages in descending order. The interactive list may be displayed within a box on the homepage, on sub -pages, and as its own fully interactive page. NEWS AND NEWSLETTERS By posting news to the site, the City will improve communication with your target audiences. Contractor's experience is that news can take many forms, including press releases, newsletters, feature stories, and "what's new" content. With the News and Newsletters component, each of these types of news can be implemented into a single section of the website, or have their own. To ensure usability for website visitors, while providing simplicity for City staff, news content is automatically moved to an archive section at a predefined interval such as 90 days after publishing. Website visitors can browse the archive by filtering news articles based upon defined categories and date ranges of interest. The City's project can include up to two types of news, each with their own sections on the website. 7 City's Initials Contractor's Initials Citi PRINTABLE PAGES In government websites, there are often long pages of content that people prefer to print out for reading (or keep for future reference). With the Printable Pages component, the City can flag individual pages as "printable" plus all interactive components will automatically have a button for printable pages. With this functionality, users would see a print button on the page that, when pushed, would display the page in a window that is properly formatted for printing. SITE SEARCH Site users can find the specific content they need through the powerful search engine dtSearch. The tool will search both HTML pages and documents like Adobe PDF files and Microsoft Word documents. It will return results in order of relevance based upon frequency of search words in the page content or metadata. In an optional, advanced mode implementation, dtSearch supports full Boolean key word searches. This is third party software that needs to be installed on the web server. The licensing cost is included within the budget and is paid for by Contractor.. SITEMAP GENERATOR Some people prefer to navigate from a central sitemap where they are able to quickly see a snapshot of the overall website structure. Additionally, most blind people will use the sitemap as the principal source of navigation because it is much faster for their screen reader software to move through the City site. The Sitemap Generator makes it easy for website visitors, and staff alike, by automatically generating a sitemap based upon the current site hierarchy. When a change is made to a page location on the website, it is automatically updated on the sitemap. This ensures up-to-the-minute accuracy, and is much easier than staff having to maintain a static sitemap. STAFF DIRECTORY It is often difficult for website visitors to find the correct person or department to contact in a government agency. The useful Staff Directory •component makes it easy to locate the correct contact. It can list all staff persons, departments, even related agencies and partners, along withtheir contact information and description of their role, or area, of specialization. City website visitors will love the convenience, simplicity, and accessibility; they can easily filter the list of staff, based upon name, department or other criteria determined to be important for City website visitors. Additionally, City staff will be happy that they can make their email addresses available to other people without exposing themselves to spammers. Our tool "masks" email address so the crawling software used by spammers cannot automatically pickup email addresses from the City website. SURVEY TOOL With the online Survey Tool, the City will have the ability to easily create online surveys and track the results in real-time. In contrast to the traditional paper survey approach, online surveys are more convenient for people because it eliminates the time and 8 City's Initials Contractor's Initials expense of mailing back survey responses. Administrators can customize questions as well as create multiple choices. Furthermore, the City can display the results in several formats, including graphical representations. This allows City staff to aggregate the responses and view them in report format. The Contractor's Survey Tool supports fill in the blank, multiple choice, multiple select, and ranking type questions. It also has an export function so City staff can analyze the results using Excel, or any other program capable of importing CSV files. This is a third party tool and Contractor is only able to offer customization of the graphic design. The Approval Cycle functionality is not available for surveys. The licensing cost is included within the budget and is paid for by Contractor. The Vision Process Throughout Contractor's nine years of web strategy experience, Contractor has constantly developed and refined its implementation process. This process consists of six stages. In each, there are formal review and approval points to give the City full control of the project and ensure the final website meets the expectations of the City. This process is explained in the sections below. Stage 1: Vision Stage In the Vision Stage, Contractor will work with the City to create the vision for the City's website now and for the future. The Vision Stage places heavy emphasis on the objectives of the website and how it supports the overall organizational goals. To create the vision, Contractor will: ❑ Prepare and tabulate surveys of key decision makers. The survey will focus on goals and objectives, what is good and bad about City's current site, examples of sites the City likes, and many other topics. ❑ If desired, Contractor can also perform an online survey that collects input from City website visitors. There would be a link on the City's existing website that directs visitors to a quantitative survey that collects information on website visitors' needs and desires. ❑ Review City's existing website and the websites of other cities. ❑ Study examples of other websites the City likes. ❑ Hold a brainstorming session with City's web team. ❑ Collect all content and materials for the new website. The heart of this stage of the project is the brainstorming sessions where Contractor will discuss current City website, the results of surveys, the needs of users and staff, and possible approaches for the future. This serves to gain insights and create general support for the project. Contractor will also discuss operational considerations for once the website launches. This operational discussion will be a two-way dialog where the City provides Contractor information about the operational needs of the City, and Contractor shares with the City experience and knowledge based upon the best practices Contractor has discovered over the years. 9 City's Initials Contractor's Initials Stage 2: Concept Stage In the Concept Stage, Contractor will create the blueprint for realizing the vision. To do this, Contractor will develop the site infrastructure that includes: ❑ Creation of a navigation strategy that supports easy access to information. ❑ Categorization of pages according to the navigation strategy. ❑ Creation of a conceptual sitemap. The navigation or information architecture will take into account the City's current needs plus allow for future expansion and growth. ❑ Recommendation of interactive components to support easy navigation through special types of content, such as events and news. ❑ Drafting of a homepage layout wire frame that shows the placement of key information and dynamic content. The Concept Stage will end with the City's approval of the sitemap and homepage layout wire frame. Stage 3: Design Stage In this stage, Contractor's creative team will continue with the creative graphic design for the City homepage, based on the approved homepage layout wire frame. Contractor's creative ability and expertise will allows them to develop compelling graphic design to make the City website look great, while maintaining its usability. Contractor will work very closely with City staff to establish a look and feel for the website that reflects the City's unique identity. Website/Graphic Design will include: ❑ Up to three (3) homepage design concepts to establish direction. ❑ Design of custom icons, buttons, screen elements, and backgrounds, if desired. ❑ Efficient and streamlined navigation and site architecture. ❑ Optimization for speed. ❑ Consistent graphics, structure, and navigation design. Towards the end of this stage, Contractor will present final homepage design concepts for City approval. City will select one for implementation in the new website. Stage 4: Development Stage This stage includes the interior page design and programming the website according to the approved specifications and creative design. Programming will include the implementation of the content management tool and development of the interactive components. Contractor's creative team will give direction for the sub -level page design. Though Contractor does not create content as part of its services, Contractor does include (in the scope of the City's project) the migration of up to 200 pages into the new website. 10 City's Initials Contractor's Initials S- Stage 5: Quality Assurance, Documentation, and Training Stage In the Quality Assurance Stage, Contractor does extensive testing and reviewing of the website code. Contractor will thoroughly follow an exhaustive checklist of all pages and functions created during the development stage. The City will have a staff representative participate in this process to verify the site fulfills the expectations for the project. Within this stage, Contractor will also provide training for the City's content authors from each of the departments, in addition to an overall system administrator. For content authors, Contractor will train them on how to create and update content using the content management tool, and for the administrator, Contractor will instruct on managing security, system configuration, and other advanced topics. A custom training manual and reference is provided for updating the website. The manual incorporates screenshots from the City website, making it easy for staff to understand and use. Stage 6: Launch Stage In the Launch Stage, the website is moved to the production server. Contractor and City again go through the final quality assurance process ensuring the site transfers correctly. After the City approves that the website is ready to launch, the website will be made available to the public. Contractor will continue to monitor the website over the next three months to make sure that the entire site is functioning properly. Stage 7: Live Use and Acceptance Stage In the Live Use and Acceptance Stage, the website is fully operational on the production server for forty five (45) days to flush out any potential problems. At the end of this period contractor is eligible for the final payment of this contract. 11 City's Initials Contractor's Initials u CITY OF ROUND ROCK Request For Proposal WEB SITE DESIGN PART I GENERAL CLAUSES AND CONDITIONS Request for Proposal Number 05-20 Dated March 29, 2005 EXHIBIT lz a 1.0 General Information and Overview The City of Round Rock (City) will receive proposals from qualified firms to provide the design and construction of a web site for the City of Round Rock. The City appreciates the Proposer's expertise and capabilities and does not intend to write a detailed specification to address every feature and component of the design and construction of a web site for the City. However, the intent of this Request for Proposal (RFP) is to allow vendors to provide the City with the best solution given the requirements set forth by the City. This approach enables the City to take advantage of the most technologically advanced system available while allowing fair evaluation of all responses and remaining within standard purchasing procedures established by the City. 2.0 City Contact The contact for this procurement effort will be as listed below. Questions or clarifications related to this RFP may be directed to: City of Round Rock Randy Barker Purchasing Department 221 E. Main Street Round Rock, TX 78664 Phone : 512-218-3295 Fax : 512-218-7028 E-mail : rbarker(around-rock.tx.us 3.0 Project Scope Successful Proposer shall provide the products, services and expertise necessary to complete a web site that meets the City's needs as outlined in this RFP. The City requires a fully integrated web site complete with all necessary items to render the System fully functional and operational. The City seeks a flexible system that will allow the operator to manipulate and create visual displays easily and in any format the City desires. 4.0 RFP Part of Contract The content of this RFP / Specification shall become a part of the written contract between the City and the Awarded Proposer. Therefore, all responses including all statements, claims, declarations, and specifications in the proposals shall be considered firm and irrevocable, and all prices considered maximum, for purposes of future Contract stipulations unless specifically waived in writing by the City. Exceptions to any of the requirements in the RFP shall be specifically noted on a separate attached sheet and explained by the vendor in its proposal as a condition to becoming part of the subsequent contract. The contract between the parties (the contract) shall consist of the written contract, the RFP together with any modifications thereto, Page 1 of 10 Request for Proposal Number 05-20 Dated March 29, 2005 and the response to this RFP, together with any modifications and clarifications thereto that are submitted at the request of the City during the evaluation and negotiation process. In the event of any conflict or contradiction between or among these documents, the documents shall control in the following order of precedence: the final executed contract, the RFP, any modifications and clarifications to the response to this RFP, and the Awarded Proposer's response to this RFP. Specific exceptions to this general rule may be noted in the final executed contract. The contract shall be amended only in writing and by mutual agreement. 5.0 Proposal Due Date Sealed proposals are due in the office of the Purchasing Depai huent, City of Round Rock, Texas, 221 E. Main Street, Round Rock, Texas 78664 by 3:00 P.M. April 12, 2005. Proposals received after this time and date will not be considered. Facsimile or electronically transmitted proposals are not acceptable. Each proposal and each proposal variation shall be submitted in one (1) original and one (1) copy. 6.0 Indemnification The successful Proposer shall indemnify, save harmless and exempt the City, its officers, agents, servants, and employees from and against any and all suits, actions, legal proceedings, claims, demands, damages, costs, expenses, attorney fees and any and all other costs or fees incident to any work done as result of this quote and arising out of a willful or negligent act or omission of the successful Proposer, its officers, agents, servants, and employees; provided, however, that the successful Proposer shall not be liable for any suits, actions, legal proceedings, claims, demands, damages, costs, expenses and attorneys' fees arising out of a willful or negligent act or omission of the City, its officers, agents, servants and employees, or third parties. 7.0 Vendor Qualifications The acceptance of a submittal shall not be construed as the City's endorsement of such vendor as qualified and responsible. The City reserves the right to determine vendor responsibility from information submitted with the bid. All vendors shall furnish the following information at a minimum: 7.1. References: Provide the name, address, telephone number and point of contact of at least three firms that have utilized the same product and services for at least 2 years. References may be checked prior to award. Any negative responses received may result in disqualification from consideration for award. Failure to include references with submittal shall result in disqualification from consideration for award. 7.2. Identify any subcontractors to be used for this project. Experience, qualifications and references of the subcontractors shall be submitted. The City reserves the right to approve or disapprove all subcontractors prior to any work being performed. 8.0 Confidentiality of Proposal Content 8.1. All proposals submitted in response to this RFP shall be held confidential until a contract is awarded. Following the contract award, proposals are subject to release as public information unless the proposal or specific parts of the proposal can be shown to be exempt from the Texas Public Information Act. Proposers are advised to consult with their legal counsel regarding disclosure issues and take the appropriate precautions to safeguard trade secrets or any other proprietary information. The City assumes no obligation or responsibility for asserting legal arguments on behalf of potential Proposers. 8.2. If a Proposer believes that a proposal or parts of a proposal are confidential, then the Proposer shall so specify. The Proposer shall stamp in bold red letters the term "CONFIDENTIAL" on that part of the proposal, which the Proposer Page 2of10 Request for Proposal Number 05-20 Dated March 29, 2005 believes to be confidential. Vague and general claims as to confidentiality shall not be accepted. All proposals and parts of proposals that are not marked as confidential will be automatically considered public information after the contract is awarded. 9.0 Clarification of Proposals The City reserves the right to request clarification or additional information specific to any proposal after all proposals have been received. 10.0 Insurance Requirements The successful Proposer shall procure and maintain at its sole cost and expense for the duration of the contract or purchase order resulting from a response to this Request for Proposals/Specification insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance. Of the work as a result of this RFP by the successful Proposer, its agents, representatives, volunteers, employees or subcontractors. Certificates of Insurance and endorsements shall be furnished to the City and approved by the City before work commences. The following standard insurance policies shall be required: General Liability Policy Automobile Liability Policy Worker's Compensation Policy Professional Liability Policy The following general requirements are applicable to all policies: Only insurance companies licensed and admitted to do business in the State of Texas shall be accepted. Deductibles shall be listed on the Certificate of Insurance and are acceptable only on a per occurrence basis for property damage only. A deductible is acceptable for Professional Liability and the deductible limits shall not exceed Ten Thousand Dollars ($10,000.00). Claims made policies shall not be accepted, except for Professional Liability Insurance. Upon request, certified copies of all insurance policies shall be furnished to the City Policies shall include, but not limited to, the following minimum limits: Minimum Bodily Injury Limits of $300,000.00 per occurrence. Property Damage Insurance with minimum limits of $50,000.00 for each occurrence. Automobile Liability Insurance for all owned, non -owned, and hired vehicles with minimum limits for Bodily Injury of $100,000.00 each person, and $300,000.00 for each occurrence, and Property Damage Minimum limits of $50,000.00 for each occurrence. Statutory Worker's Compensation Insurance and minimum $100,000.00 Employers Liability Insurance Professional Liability Insurance with minimum of $500,000.00 per occurrence and $500,000.00 aggregate. Coverage shall be maintained for two (2) years minimum after the termination of the Contract. The successful Proposer understands and agrees that with respect to the required insurance, all insurance contracts and Certificate(s) of Insurance shall contain and state, in writing, on the certificate or its attachment, the following provisions: Provide for an additional insurance endorsement clause declaring the contractor's insurance as primary. Page 3 of 10 Request for Proposal Number 05-20 Dated March 29, 2005 Name the City of Round Rock and its officers, employees, and elected officials as additional insured, (as the interest of each insured may appear) as to all applicable coverage. Provide thirty (30) days notice to the City for cancellation, non -renewal, or material change. Remove all language on the Certificate of Insurance indicating that the insurance company or agent/broker will "endeavor to notify the City but failure to do so shall impose no obligation or liability of any kind upon the company, its agents, or representatives", or similar language. Provide for notice to the City at the two (2) addresses shown below by registered mail. Successful Proposer shall agree to waive subrogation against the City of Round Rock, its officers, employees, and elected officials for injuries, including death, property damage, or any other loss to the extent same may be covered by the proceeds of insurance. Provide that all provisions of any Agreement resulting from this RFP concerning liability, duty, and standard of care together with the indemnification provision, shall be underwritten by contractual liability coverage sufficient to include such obligations within applicable policies. All copies of the Certificate of Insurance shall reference the project name, RFP number or purchase order number for which the insurance is being supplied. The successful Proposer shall notify the City in the event of any change in coverage and shall give such notices not less than thirty (30) days prior to the change, which notice shall be accompanied by a replacement CERTIFICATE OF INSURANCE. All notices shall be given to the City at the following two (2) addresses: Assistant City Manager City Attorney City of Round Rock City of Round Rock 221 East Main Street 309 East Main Street Round Rock, Texas 78664 Round Rock, Texas 78664 Approval, disapproval, or failure to act by the City regarding any insurance supplied by the successful Proposer shall not relieve successful Proposer of full responsibility or liability for damages and accidents as set forth in these documents. Neither shall the bankruptcy, insolvency, or denial of liability by the insurance company relieve successful Proposer from liability. If the successful Proposer employs, contracts with or otherwise permits any other individual or entity to perform any of the obligations of the successful Proposer, then any and all of these individual or entities shall be bound by the same insurance requirement as the successful Proposer. 11.0 Workers Compensation Insurance Texas Labor Code, Section 406.098 requires workers' compensation insurance coverage for all persons providing services on building or construction projects for a governmental entity. Certificate of coverage ("certificate") - A copy of a certificate of insurance, a certificate of authority to self -insure issued by the Texas Workers' Compensation Commission, or a coverage agreement (TWCC-81, TWCC-82, TWCC-83, or TWCC-84), showing statutory workers' compensation insurance coverage for the person's or entity's employees providing services on a project, for the duration of the project. Duration of the project -includes the time from the beginning of the work on the project until the CONTRACTOR's person's work on the project has been completed and accepted by the OWNER. Persons providing services on the project ("subcontractor") in Section 406.096 -includes all persons or entities performing all or part of the services the CONTRACTOR has undertaken to Page 4of10 Request for Proposal Number 05-20 Dated March 29, 2005 perform on the project, regardless of whether that person contracted directly with the CONTRACTOR and regardless of whether that person has employees. This includes, without limitation, independent contractors, subcontractors, leasing companies, motor carriers, owner operators, employees of any such entity, or employees of any entity which furnishes persons to provide services on the project. "Services" include, without limitation, providing, hauling, or delivering equipment or materials, or providing labor, transportation, or other service related to a project. "Services" does not include activities unrelated to the project, such as food/beverage vendors, office supply deliveries, and delivery of portable toilets. The CONTRACTOR shall provide coverage, based on proper reporting of classification codes and payroll amounts and filing of any coverage agreements, that meets the statutory requirements of Texas Labor Code, Section 401.011(44) for all employees of the CONTRACTOR providing services on the project, for the duration of the project. The CONTRACTOR must provide a certificate of coverage to the OWNER prior to being awarded the contract. If the coverage period shown on the CONTRACTOR's current certificate of coverage ends during the duration of the project, the CONTRACTOR must, prior to the end of the coverage period, file a new certificate of coverage with the OWNER showing that coverage has been extended. The CONTRACTOR shall obtain from each person providing services on a project, and provide to the OWNER: A. a certificate of coverage, prior to that person beginning work on the project, so the OWNER will have on file certificates of coverage showing coverage for all persons providing services on the project; and B. no later than seven calendar days after receipt by the CONTRACTOR, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project. The CONTRACTOR shall retain all required certificates of coverage for the duration of the project and for one year thereafter. The CONTRACTOR shall notify the OWNER in writing by certified mail or personal delivery, within 10 calendar days after the CON TRACTOR knew or should have known, or any change that materially affects the provision of coverage of any person providing services on the project. The CONTRACTOR shall post on each project site a notice, in the text, form and manner prescribed by the Texas Workers' Compensation Commission, informing all persons providing services on the project that they are required to be covered, and stating how a person may verify coverage and report lack of coverage. The CONTRACTOR shall contractually require each person with whom it contracts to provide services on a project, to: A. provide coverage, based on proper reporting of classification codes and payroll amounts and filing of any coverage agreements, that meets the statutory requirements of Texas Labor Code, Section 401.011(44) for all its employees providing services on the project, for the duration of the project; Page 5of10 Request for Proposal Number 05-20 Dated March 29, 2005 B. provide to the CONTRACTOR, prior to that person beginning work on the project, a certificate of coverage showing that coverage is being provided for all employees of the person providing services on a project, for the duration of the project; C. provide the CONTRACTOR, prior to the end of the coverage period, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project; D. obtain from each other person with whom it contracts, and provide to the CONTRACTOR: (1) a certificate of coverage, prior to the other person beginning work on the project; and (2) a new certificate of coverage showing extension of coverage, prior to the end of the coverage period, if the coverage period shown on the current certificate of coverage ends during the duration of the project. E. retain all required certificates of coverage on file for the duration of the project and for one year thereafter; F. notify the OWNER in writing by certified mail or personal delivery, within 10 calendar days after the person knew or should have known, of any change that materially affects the provision of coverage of any person providing services on the project; and G. contractually require each person with whom it contracts, to perform as required by paragraphs (A) -(G), with the certificates of coverage to be provided to the person for whom they are providing services. By signing this contract, or providing, or causing to be provided a certificate of coverage, the CONTRACTOR is representing to the OWNER that all employees of the CONTRACTOR who will provide services on the project will be covered by workers' compensation coverage for the duration of the project, that the coverage will be based on proper reporting of classification codes and payroll amounts, and that all coverage agreements will be filed with the appropriate insurance carrier or, in the case of a self-insured, with the Commission's Division of Self -Insurance Regulation. Providing false or misleading information may subject the CONTRACTOR to administrative penalties, criminal penalties, civil penalties, or other civil actions. The CONTRACTOR's failure to comply with any of these provisions is a breach of contract by the CONTRACTOR that entitles the OWNER to declare the contract void if the CONTRACTOR does not remedy the breach within ten calendar days after receipt of notice of breach from the OWNER. 12.0 Venue The contract shall be governed by and construed in accordance with the laws of the State of Texas. Venue shall be in the applicable court, Williamson County, Texas. 13.0 Warranty Awarded Proposer shall in writing warrant that the System installed hereunder shall conform to this specification, manufacturer's documentation, and any agreed changes in all respects, including, but not limited to, operating performance, memory requirements, documentation and compatibility. Awarded Proposer shall represent and warrant to the City that, for a period of not less than twelve (12) months following the Acceptance Date for the System installed shall: 13.1 Be in good operating condition, free from defects in material and workmanship. 13.2 Meet or exceed the published functional requirements for the System described in this RFP and response to this RFP Page 6of10 Request for Proposal Number 05-20 Dated March 29, 2005 13.3 Perform in accordance with or exceed all acceptance criteria for such product described in the contract 13.4 Not void specific warranties issued by manufacturers for greater periods of time. 13.5 Not void any rights guaranteed to the City by law. 13.6 All services performed under the contract shall be performed in a good and workmanlike manner. 13.7 Register all manufacturers' warranties (e.g. including but not limited to, software) in City's name. NOTE: The awarded Proposer shall detail the support structure and pricing for the web site commencing from date of acceptance. Support shall include, but not limited to, software updates, maintenance requirements, manufacture or supplier warranties, or any and all items that render the System complete and ready for continued operation as initially installed. 14.0 Conflict of Interest Each Proposer shall disclose any existing or potential conflict of interest relative to the performance of the contractual services resulting from this RFP. Any such relationship that might be perceived or represented as a conflict shall be disclosed. Failure to disclose any such relationship or reveal personal relationships with City employees may be cause for contract termination. The City will decide if an actual or perceived conflict should result in disqualification of the proposal. Any attempt to intentionally or unintentionally conceal or obfuscate a conflict of interest may automatically result in the disqualification of the vendor's proposal. 15.0 Disclosure of Civil or Criminal Litigation Each Proposer shall include in its proposal a complete disclosure of any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty. Significant losses or settlements involving the Proposer's software or its implementation efforts shall also be disclosed. This is a continuing disclosure requirement. 16.0 Right to Reproduce Documentation and Other Information The City shall have the right to reproduce any and all manuals, documentation, software or other information stored on electronic media supplied pursuant to the contract at no additional cost to the City, regardless of whether the same be copyrighted or otherwise restricted as proprietary information; provided, however, that such reproductions shall be subject to the same restrictions on use and disclosure as are set forth in the contract. The Awarded Proposer agrees to execute any non-exclusive copyright assignments or reproduction authorizations that may be necessary for the City to utilize the rights granted in this subparagraph. 17.0 Risk of Loss Risk of loss for the System, new components furnished by the Proposer, shall not pass to the City until acceptance of the System. 18.0 Independent Contractor It is understood and agreed that the Contractor shall not be considered an employee of the City. The Contractor shall not be within protection or coverage of the City's Worker' Compensation insurance, Health Insurance, Liability Insurance or any other insurance that the City from time to time may have in force and effect. Page 7 of 10 Request for Proposal Number 05-20 Dated March 29, 2005 PART II SPECIFICATIONS 1.0 Design 1.1 Must be customized 1.2 Incorporate City logo and tagline 1.3 Most important information easily accessible from homepage 1.4 Information organized by: 1.4.1 Department 1.4.2 Topic 1.4.3 Target users 1.5 Photos and collages of: 1.5.1 Local people 1.5.2 Landmarks 1.5.3 City buildings 1.6 Multiple levels of menus and sub -menus 1.7 Section 508 compliant 1.8 Offer breadcrumbs 1.9 Offer a site map 1.10 Offer customization options 1.10.1 Separate style sheet for streaming media 1.10.2 Ability to be fluid in the creation of style sheets. 1.11 Interactive tools to include, but not limited to: 1.11.1 Filterable calendars 1.11.2 E -notification 1.11.3 E -newsletters 1.11.4 FAQ 1.11.5 Advanced site search 1.11.6 Job postings 1.11.7 Maps with Computer Aided Design (CAD) and Geographic Information System (GIS) information displayed in real time 1.11.8 User feedback posting 1.11.9 Searchable contact list 1.12 Applications/engines to include, but not limited to: 1.12.1 Online vendor registration 1.12.2 Online applications 1.12.3 Online service request 1.12.4 Online survey and response capture 2.0 Content Management System 2.1 Source code included to allow customization 2.2 Browser -based administration 2.3 Ability to add, edit, delete, modify and move pages without programming Page 8 of 10 Request for Proposal Number 05-20 Dated March 29, 2005 2.4 Allow rotation of content/content scheduling 2.5 Datable page zones 2.6 Form authoring tool to create: 2.6.1 Form -to -email forms 2.6.2 Form -to -database 2.7 Page design and formatting that will include: 2.7.1 Ability to email page links to other users 2.7.2 Printable pages 2.8 Search and replace tool 2.9 Secure administration and content approval workflow 2.10 Email address masking 2.11 Single -source web publishing 2.11.1 Enable administration to change a single page and effect multiple changes 2.12 Site features that include, but not limited to: 2.12.1 Document central 2.12.2 Image library 2.12.3 Link library 3.0 Data Migration 3.1 Analysis of data of existing City web site. 3.2 Determination of data to be migrated 3.3 Plan and timeline of data migration All data migration of existing City database is to be coordinated and approved by the Project Manager for the City of Round Rock specified below: Arnold Wells Information Technology Office Phone: (512) 218-7075 Cell Phone: (512) 844-8817 Email: awellsAround-rock.tx.us PART III OPTIONS 1.0 Training options to be included in proposal: 1.1 Single administrator (train the trainer) 1.2 Multi-user training (train the users) 2.0 Vendor shall propose as optional features, but not limited to: 2.1 E -Commerce 2.2 Panoramic Video 2.3 Virtual Tours 2.4 Any additional options/features not expressly listed in the specification Page 9 of 10 Request for Proposal Number 05-20 Dated March 29, 2005 PART IV ACCEPTANCE AND PAYMENT 1.0 Acceptance Acceptance should not take more than five working days. The vendor shall be notified within this time frame if the service delivered is not in full compliance with the specifications. If any purchase order is canceled for non-acceptance, the needed service may be purchased elsewhere and the vendor may be charged full increase, if any, in cost of acquiring service. 2.0 Invoicing Contractor shall submit one original and one copy of each invoice on a monthly basis to the following address: City of Round Rock Accounts Payable 221 East Main Street Round Rock, TX 78664-5299 3.0 Prompt Payment Policy Payments will be made within thirty days after the city receives the supplies, materials, equipment, or the day on which the performance of services was completed or the day on which the City receives a correct invoice for the service, whichever is later. The Contractor may charge a late fee (fee shall not be greater than that which is permitted by Texas law) for payments not made in accordance with this prompt payment policy; however, this policy does not apply to payments made by the City in the event: 3.1. There is a bona fide dispute between the City and Contractor concerning the supplies, materials, services or equipment delivered or the services performed that causes the payment to be late; or 3.2. The terms of a federal contract, grant, regulation, or statute prevent the City from making a timely payment with Federal Funds; or 3.3. There is a bona fide dispute between the Contractor and a subcontractor or between a subcontractor and its suppliers concerning supplies, material, or equipment delivered or the services performed which caused the payment to be late; or 3.4. The invoice is not mailed to the City in strict accordance with instructions, if any, on the purchase order or contract or other such contractual agreement. 4.0 Overcharges Contractor hereby assigns to purchaser any and all claims for overcharges associated with this contract which arise under the antitrust laws of the Untied States, 15 USGA Section 1 et seq., and which arise under the antitrust laws of the State of Texas, Bus. and Com. Code, Section 15.01, et sec. Page l0 of 10 A Proposal for City of Round Rock A Vision for a Custom Website to Deliver Exceptional Results EXHIBIT 0 8 c vision Internet Prepared by Tim Schmidt Vision Internet 2530 Wilshire Blvd., 2nd Floor Santa Monica, CA 90403 (888) 263-8847 www.visioninternet.com April 12, 2005 vision Intern e t TABLE OF CONTENTS COVER LETTER 1 EXECUTIVE SUMMARY 3 COMPANY PROFILE 4 COMPANY HISTORY 4 QUALIFICATIONS 4 EXPERIENCE AND REFERENCES 7 RELEVANT PROJECT PROFILES 8 REFERENCES 24 SCOPE OF WORK 26 ATTRACTIVE DESIGN 27 INTUITIVE NAVIGATION 27 CONTENT MANAGEMENT SOLUTION 28 INCLUDED INTERACTIVE COMPONENTS 30 OPTIONAL INTERACTIVE COMPONENTS 36 OTHER OPTIONAL SERVICES 38 THE VISION PROCESS 42 PROJECT SCHEDULE 44 INVESTMENT PROPOSAL 45 PRICING FOR OPTIONAL/ADDITIONAL WORK 45 ADDITIONAL INFORMATION 47 CONCLUSION 48 APPENDIX I: THE VISION TEAM 49 BIOGRAPHIES OF VISION INTERNET TEAM 49 vision Intern e t COVER LETTER Randy Barker — Purchasing Supervisor City of Round Rock 221 East Main Street Round Rock, Texas 78664 Re: Website Design RFI Dear Website Redesign Committee: Thank you for the opportunity to provide you with a proposal for the development of your new website. We are thrilled at the prospect of working with you; we believe you are the verge of a dramatic transformation. A transformation where the City will empower its residents and businesses with information and services that will enable everyone to build a stronger connection to community and government. At the same time, you can slash your administrative, distribution, and printing costs that, in our experience, could repay the City's investment within the first year. As a company committed to community and more effective, efficient government, we would be honored to be a part of your process! I am sure you will want to seriously consider Vision Internet as your website partner for the following reasons: ❑ Our extensive government experience includes more than 50 government projects; we truly understand the needs of local government agencies including the Round Rock Independent School District. I am, in fact, a former City of Long Beach, California employee. ❑ We are a leading innovator, having received many prestigious awards for our government websites, including honors from PTI (Public Technology Inc.), the U.S. Department of Transportation, the 3CMA (an association of government marketing professionals), and other organizations. 0 Our content management tool is extremely affordable and specifically designed to meet the needs of local government. This translates into exceptional value as initial investments are within reach and ongoing maintenance is effectively cut to zero. o We create and implement solutions specifically designed to meet your needs. While some companies offer cookie cutter solutions, we believe each community and government agency is unique and that the website should reflect that individuality. This allows your website to reach its maximum potential. o We provide you with all the source code meaning you are not locked into Vision Internet or any other company. ❑ We are a Microsoft Certified Partner and have the technical expertise to ensure your project's success. o You can think of us as a local company because there are no travel costs for onsite meetings; our felationship with the airlines allows us to travel anywhere in the country at no cost. - 1 - vision Internet ❑ We offer a full, one-year warranty. Most of our competitors do not offer a warranty of any kind! I am sure that as you review this proposal, you will realize Vision Internet stands above our competitors and is the ideal partner to ensure your project's success. On a personal note, I have enjoyed getting to know you these past few years. 1 feel I have become part of the community through our work on other local projects, plus our many discussions about your community and how they might be best served via the new website. We sincerely hope we have an opportunity to work with you and to serve your needs. Respectfully submitted, Tim D. Schmidt Steven B. Chapin President, Vision Internet Providers, Inc. Vice President, Vision Internet Providers, Inc. -2- vision intern e t EXECUTIVE SUMMARY The City of Round Rock is at the forefront of a dramatic transformation in the way the City serves its residents and businesses. When complete, the City's new website will provide unprecedented accessibility to government information. This means the government will be available twenty-four hours per day, seven days per week, to serve the needs of residents and businesses alike. Website visitors will easily find information without needing to understand your organizational structure. This is because your website will be organized by target user group and/or by topic, use powerful search tools, and have multiple ways to access the most important information. Additionally, it will incorporate interactive tools for navigating content such as events, news, and staff contact information. Your residents, businesses, and visitors will applaud you! To improve operations and cut costs, we will provide you with our easy-to-use content management tool. This will allow non-technical staff members from different departments to maintain their own content, while at the same time maintaining consistency throughout the site. Advanced security tools will ensure staff members only update their own content, and with the Approval Cycle component, an administrator can review all content before it is published live on the website. Design is also important. When users go to your website, they will form an initial positive or negative impression based upon the design. If it is inviting, exciting, and reflects the community, users will be pleasantly surprised that their local government understands the importance of its website serving people like them. The attractive design will give a positive first impression that encourages users to look for the content they need, while easy navigation will keep them coming back. While creation of a useful and exciting online presence is an ambition of many local governments, the City of Round Rock is taking the right step in selecting an outside expert to develop the new website. This will provide the City with a very solid foundation for future growth that most city websites lack. As a result, the City will be much further ahead. Vision Internet is the ideal partner to create the City's new online presence and to implement a content management tool. We have extensive experience creating websites for all levels of government, creating user-friendly navigational structures, and implementing advanced content management tools to make it easy for staff to maintain the website. In fact, we are one of few companies that support multiple content management tools and can implement the best solution for your needs. We are recognized as a top web design and development firm, having received numerous awards for our highly effective government websites. We have also been featured in the national media including television, trade media, and the cover of U.S. News and World Report. As you read this proposal, you will come to realize why local governments across the nation, have chosen Vision Internet as their web development partner. We look forward to the opportunity of serving you and your community! -3- / vision Internet COMPANY PROFILE Vision Internet is a full-service vendor offering website consulting, design, development, hosting, and maintenance services. This allows us to provide the City of Round Rock with a complete turnkey solution. We were founded, in 1995, on three core values: Integrity, Commitment and Trust. More than a slogan, these core values are at the heart of every decision, action, and interaction. We strongly believe these core values are the reason we continue to grow and prosper. The tangible results are: ❑ Long-time employees (never having a layoff) and partners, ❑ Repeat customers, ❑ Award-winning solutions, and ❑ Recognition and awards for our community service activities. Vision Internet is a company that cares as much about community as you do. Company History Vision Internet was a pioneer in the Internet industry when Steven Chapin founded the company in Santa Monica, California in 1995. As an entrepreneur involved with business and non-profit communities, he recognized the need for connectivity, hosting, and website services for small to medium size businesses. In 1996, the company began providing website development services for its non-profit and corporate, clients. The company and its founder were recognized as industry leaders in local, national, and international media that same year. During the creation of the company, Mr. Chapin remained active in the community, supporting government, education, and non-profit organizations. This activity, along with strong travel industry experience, resulted in the company creating its first government related projects for the City of Santa Monica's Convention and Visitors Bureau, and the Danish Government. Since this early beginning, Vision Internet has further developed its government and education experience, receiving over 50 contracts, awards for several of these projects, and becoming a GSA Scheduled Vendor for the federal government. This prestigious designation is reserved only for companies that meet stringent requirements and have been certified to do business with the federal government. During the Internet boom, the company took a more conservative approach toward growth and did not follow the "dot com" hype. The company refused outside funding and focused on building a solid business based on its core values. The approach paid off; today Vision Internet is a national leader in local government and continues to earn the respect and commitment of clients, employees, and the community. In 2001, Mr. Chapin received a mayor commendation for his support of the community. Qualifications Vision Internet focuses on serving the needs of local governments, like the City of Round Rock, enabling them to be more effective, more efficient, and provide better -4- / vision Internet services. As a result, we have emerged as a national leader in serving government agencies. What sets Vision Internet apart from the competition is its: ❑ Highly relevant experience o Customized solutions based upon a strategic approach o Broad technical expertise o National scope Highly Relevant Experience As demonstrated in the "Experience and References" section on page 7, we at Vision Internet are the Government Website Experts with extensive experience serving every level of government from federal to local. Our website work includes city and county enterprises, transit, performing arts, workforce development, waste management, and visitors' bureaus. We are currently developing enterprise websites for the Village of Lisle, Illinois, plus the Cities of Englewood, Colorado; and Bellflower, California. These organizations have placed their trust in Vision Internet because we have created some of the best government websites in the country, including award-winning projects for: Big Blue Bus in California; Community Transit in Washington; Wood County Employment Resource Center in Ohio; City of Diamond Bar in California; and City of College Station in Texas. Customized Solutions Based Upon a Strategic Approach Our approach is completely different than the "city in a box" solutions offered by our competitors. Their solutions are, basically, cookie -cutter copies of their previous projects that can never match the results of a website built for your own unique needs. Vision Internet is not simply a web design company; rather we take a strategic approach by first understanding your needs, then developing and implementing Internet strategies that complement and extend your overall goals. While other firms are made up of technicians, our team members are well educated and have extensive business and government work experience in addition to their technical expertise. We are active members in the Association for Strategic Planning and are very knowledgeable in strategic planning, allowing us to have a better understanding of your overall challenges and objectives. We will implement a solution designed to solve your most pressing needs. While our existing tools and components give you the assurance of proven reliability each is customized to have its own look and feel to give your website visitors easy access to the information most important to them. This translates into an Internet solution that will deliver on its full potential! Broad Technical Expertise Vision Internet is a Microsoft Certified Partner and, within our team, we have extensive experience in all the technologies required to build you a world-class solution. Our core technical skills include: -5- vision Intern e t Web Programming: ASP, ASP.Net, HTML, DHTML, PHP, XML, JavaScript, and ColdFusion. Application Programming: C, C++, C#, Java, Visual Basic, and VB.Net. Database Technology: MS SQL Server, Oracle, MS Access, and MySQL. Graphic Design: Photoshop, Flash, Quark Express, Adobe Illustrator. Content Management: Microsoft Content Management Server, Stellent, and our own Vision Content Management Tool. Platform: Windows Server, IIS, Cisco Router, Firewall, and Windows Security. Other: NetShift Kiosk Software, various e -Commerce platforms, and GIS software. Additionally, our in-house team has overlapping skills and expertise in: ❑ Consulting and Strategic Planning ❑ Project Management ❑ Information Architecture ❑ Database Design and Administration ❑ Creative Direction and Graphic Design ❑ Website Hosting and Maintenance ❑ Webmaster Services ❑ Section 508 Compliance (federal disabilities compliance) ❑ Quality Assurance ❑ Documentation and Training To learn more about our team, see "The Vision Team" on page 48. National Scope Vision Internet is one of few companies with the quality and expertise to compete on a national basis. As a result, we have an extensive customer list that includes clients in the states of California, Colorado, Florida, Georgia, Illinois, Indiana, Michigan, Minnesota, Nevada, New York, Ohio, Oklahoma, Pennsylvania, Virginia, Washington, and West Virginia in addition to several government and education clients in your home state of Texas including the Round Rock Independent School District, Dallas County Community Colleges, City of College Station, the Houston -Galveston Area Council, and the Texas Heritage Trails. With Vision Internet, you can be rest assured knowing you are working with one of the best government -focused web development companies in the country. -b- vision Internet EXPERIENCE AND REFERENCES Vision Internet has extensive experience serving all sizes and types of government agencies, educational institutions, businesses, and non -profits. Government expertise includes city, county, state, and federal agencies with a special focus in local government websites. Education expertise includes university, community college and k-12 websites. Our corporate experience includes airlines, hotels, real estate, insurance, and investment banking. A small sampling of our government, education, and corporate clients include: ❑ Alameda County Waste Management Authority, CA ❑ Alliance Bank, CA ❑ Arcadia Unified School Dist, CA ❑ Big Blue Bus, CA ❑ California Junior Chamber of Commerce, CA ❑ CB/Richard Ellis Investors, CA ❑ City of Arcadia, CA ❑ City of Bellflower, CA ❑ City of Birmingham, MI ❑ City of Citrus Heights, CA ❑ City of College Station, TX ❑ City of Diamond Bar. CA ❑ City of Englewood. CO ❑ City of Evansville IN ❑ City of Longview, WA ❑ City of Lynchburg, VA ❑ City of Monterey Park. CA a City of Santa Clarita, CA o City of Santa Monica. CA ❑ City of Santee. CA o Columbia Basin College, WA ❑ Columbia County, GA ❑ Dallas County Community College District, TX ❑ Garfield County, CO o Greenbrier County CVB, WV o H -GAC, TX ❑ Kearny Real Estate, Div. of Morgan Stanley, CA ❑ Orange County DA's Office, CA ❑ Minnesota Office of Secretary of State, MN ❑ National Purchasing Institute, NV ❑ Northern Indiana Workforce Investment Board, IN o NY State Environmental Facilities Corporation, NY o Pacific Income Advisors, CA o Port of Pittsburgh Comm., PA ❑ Round Rock Independent School District. TX ❑ Swiss Water, a Kraft Foods Co., Canada ❑ Town of Telluride, CO o Texas Heritage Trails, TX o United Airlines, IL o UCLA Law School, CA ❑ U.S. Air National Guard, VA ❑ Village of Lisle, IL o Westfield America, CA o Wood County Employment Resource Center, OH o Workforce Central Florida, FL Scanning through our list of clients it is easy to see that we have the experience to ensure your project's success. -7- vision Internet Relevant Project Profiles On the following pages are Project Profiles for many of our highly successful projects. While reviewing the profiles, please note that each website is unique just as your website would be. A few projects we would like to specifically point out are: ❑ Round Rock Independent School District: The school district faced pressure to select a local firm to develop the new website; however, they felt they owed it to the taxpayers to select the best firm with the experience to ensure the success of the project. The result is one of the best K12 school district websites in the country. Furthermore, this website has many of the same components required for your project. (Page 9) ❑ City of Longview: During the consulting process, we discovered that economic development was very important to them. While they did not have the budget for a separate website, or special interactive tools to support the objective, we did develop for them a new logo, tag line, and overall marketing message to support the goal. The graphics have since been adopted by the City Council and have been incorporated into their overall marketing and positioning for the city. This serves as a demonstration of our ability to incorporate an economic development focus into a general city website. (Page 20) o City of College Station: This city website represents a stark contrast to the City of Longview's. The City of College Station, the home of Texas A&M University, serves a primarily tech -savvy audience that prefers a "Yahoo -style" website with lots of information on the homepage and throughout. The City of Longview serves a blue-collar, and elderly, population that would be overwhelmed by the approach used for College Station. This demonstrates Vision Internet's ability to create different types of websites that are designed specifically for the audiences they serve. (Page 10) o Accessible Activities: Before this non-profit agency dosed down, its website provided persons with disabilities an unprecedented resource for information. Focusing on helping them find activities that were accessible to disabled persons, the website more than met federal guidelines. It was very usable by both disabled and non -disabled audiences and used a special content management tool that we created for the organization's blind webmaster. This project demonstrates our expertise in accessibility. (Page 12) After the project profiles, reference contact information is listed on page 24. -8- nternetvision Ir n e t Round Rock Independent School District, TX URL: Scope of Work: "The successful and time/y launch of our Website has garnered rave reviews from within our organization and the community atlarge " — DavidCoronado Web Communication Coordinator www.roundrockisd.orq The Round Rock Independent School District is setting a new standard for k-12 district websites. While each of the nearly 50 schools in the Austin district has its own website, the district site provides parents and the community with a central resource of district policies, processes, curriculum, and student services. The interactive Calendar, News, Newsletters, Staff Directory, and e - Notification make it easier for website visitors to find the information most important to them. Also integrated into the site is a district intranet where faculty and staff are able to view and download pertinent information. To make administration simple, Vision Internet's content management tool allows public content to be added one time and have it posted on both the website and the intranet. it taike sari.. sw4raoer uaesa TMEA «S Oielrid Cher Auftions T. 2t ,rnft,tyRdo ramie) ReonclRock, TX786a11 Rhone: 512464.5000 d:Independent sduaonnbt Al Rift Reserved. Mabee wth Vwme.yerrid -9- vision Internet City of College URL: Scope of Work: Station, TX www.cstx.gov "Your extensive government experience and creativity is allowing us to enter into uncharted territory in serving our corm-nun/0i." Stacey Arnold E -Government Coordinator When compared to cities of similar size, the City of College Station's award-winning website is one of the most advanced and interactive websites in the country. It features traditional types of components such as the interactive Calendar, News, Newsletters, Online Payments, dozens of online Forms, and e -Notification. It also incorporates new innovations such as our "I Want To" tool where a categorized list of the most popular pages are listed on the homepage, and each department's homepage lists the most popular pages for the specific department. The advanced Sitemap tool lists pages of the website by the traditional structure in the website in addition to listing them by topic, by department, and alphabetically. The website also integrates Vision Internet's advanced e - Procurement system and several third -party applications for human resources, GIS, e -Payment, and others. Online Bidding 010.1t4Ab9NNwwMMM. Mw.I WY.MM - 10 - vision Intern e t Dallas County Community Colleges, TX URL: Scope of Work: "The positive feedback from our students and prospective students far exceeded expectations " —Georgann Moss Director of/ntemet Publish/ng www.dcccd.edu The Dallas County Community Colleges, one of the largest and most prestigious community college districts in the country, has partnered with Vision Internet to create a new model for community college websites. To determine the best way to organize information and to find names for content that everyone can understand, Vision Internet led an extensive research project that included surveys, stakeholder meetings, focus groups, and usability studies. The process has resulted in eye-opening discoveries on how to best serve the target audiences. Ultimately, common assumptions are being shattered and anew model is being created. The website uses Microsoft Content Management Server for which Vision Internet developed several custom interactive tools in ASP.Net including Calendar, Staff Directory, News, Programs Spotlight, Photo Album, Emergency Notification, Sitemap, Site Index, Members Only, and a Library Database Search Tool. It also incorporates the advanced MondoSearch site search tool. All of this adds up to one of the best interactive community college websites on the Internet, and has already been attracting attention within the education community. IA Dallas County Y Community Colleges Getanwrers !Contact us 1 Search Hume :nn=n 1 e:nr IT All BEGINS HERE. Yiw',.u•uq ,r•n nil y, rr.blrnl .:ntlhur•.Ir '.led, .d S, hnul SPOTLIGHTED PROGRAMS Medical Assistance Program The DCCCD Medical Assistance Program is an accredited 18 month program to certify students as Trained Medical. Oo Business With DCCCD Find out more o DCCCD NEWS e * a DCCCD Launches Newly Web Ske The New DCCCD Website is intuitive. Full Story » Programs Gamer Media Attention New initiatives Instituted last year. Full Story e More DCCCD News UPCOMING EVENTS May 91st 7:OOPM - Annual Budget Survey lune 14th 9:00 AM - Open House Week 8:00 PM - Trade Achievement lune Seth 6:00 PM - DCCCD Monthly Go to DCCCD Calendar -11- vision Internet Accessible Activities, WA URL: Scope of Work: "/ couldn't be more happy and excited about the project/ You guys are doing marve%ousjob. / am very excited about the opportunity that you will make possib/e... thank you!" —Hy Cohen Founder and Webmaster No longer active Accessible Activities was a non-profit organization dedicated to serving persons with disabilities. When their website launched, it was one of the most advanced websites on the Internet serving those with disabilities - specifically those without sight. It included an interactive message board, search tools, resource finder, and many other functions all of which complied with Section 508 accessibility guidelines. In fact, it allowed disabled persons to search for businesses, things to do, and places -to -go that accommodate persons with various disabilities. Even more incredible, it had a specially designed content management tool that enabled the organization's blind webmaster to manage the site's content! Accessible Activities c E„I__,T,r 4sv:,latrei .•mail address ... .. . .. .. .... ... 114 Take The "Db" Out of "Disability!" Whether you want to go hiking, biking, enjoy a night out on the town. or have fun with your friends and family —find activities which are adapted or adaptable to your special needs. Be able to meet others who have walked in your shoes by visiting our User Forum where you can share your experiences, and get advice from others. Oueliewkwalalleet0- -._ nen. e..1 Mew per more news ge to our 1LafrLs section Featured Article illSpecial Recognition Award Lorem ipsum dolor sit amet, consectetuer adipiscing Blit. Froin maths metus et enim. Class aplenl taciti sociosqu ad Iilora torquent per conubia nostra, per 'mentos hymenaees. Sed porta, dui at tempus cursus, nibh est .mare tellus, Vestib- ulum aliquam peda dolor vel enim. In hat habitasse plates dictumsl. Maecenas nec sem id nulla sudor rhoncus. Morbi eu ipsum. Quisquejusto mune. ammo_ o !twos18re1ffiltiuee l we- ^ 1 @wows= I Hole I H4mw ® 2003 Accessible Actioaies.prioaw polige TaIm. of use, ascessibaao Statement Site design and hexene by wsian Internet - 12 - I -I ISelect* aq... .pl vision Internet Alameda County Waste Management Authority, CA URL: Scope of Work: "Vision Internet is a responsive firm that listens, and cIear/y demonstrates a high /eve/ of technical and design proficiency. " —Bruce Goddard Public Affairs Director www.stopwaste.org The Alameda County Waste Management Authority is one of the leading waste management agencies in the country. Mandated by voters to reduce the flow to landfills by 75% by 2010, the website is pivotal to their overall strategy in reaching this goal. To this end, Vision Internet has developed several new tools to assist the community and the world, including a Recycling Wizard to assist people in finding out how, and where, to recycle virtually anything. We also developed a custom shopping cart component that intelligently calculates pricing for products based upon where the customer lives, their past purchases, and other regulatory parameters. The navigation allows users to easily find information based upon type of user, topic, or program. Additionally, the content management tool gives individual departments the freedom to manage their own content and promote their services while automatically providing consistency throughout the site. This website sets a new standard for waste management agencies throughout the nation. BUSINESS -1N; uS?FY IN THE SPOTLIGHT • to ISeptember 2.t0e-7 August ^.n. 2022: Jude 00. '0ni: 0202 29. 200?: F.C2 F J',CLUN` .3'0Fn;,TT QIN ORDER RECYCLING GUIDE Iwlr[ Imeleitrtem Pee** r1n. Cal I hod.t lad OMI Am*CSYWt waee e4Mld... ::I I dint. Mamwr... o l IWatts Qty... CQ6y luTi.f C p_ PMhiu @0002dyht 2004Alameda County wa Management AutheiRN Alameda County Source ReduMun end RKyd2ng Soard. - 13 - vision Internet City of Arcadia, CA URL: Scope of Work: `',sion Internet stood above the rest because of their easy to use content management tools and commitment to creating a unique website that reflects the City of Arcade." —Linda Garcia Communications, Marketing, andSpecia/ Projects Manager www.ci.arcadia.ca.us The citizens of the City of Arcadia love the new city website. It features standard functions such as an interactive Calendar, Meeting Agenda and Minutes, News, Frequently Asked Questions, Document Central, Jobs, Dynamic Department Homepages, and Online Survey plus more unique functions such as an Emergency Alert Function. The Emergency Alert Function replaces the dominant graphic in the center of the website with emergency information. The alert completely dominates the homepage and directs people to resources and important updates in the event of a major event such as an earthquake or terrorist activity. What is probably generating the most attention is its unique and attractive design that includes rotating photos and, to keep the site fresh, its four different designs that are scheduled to change each season throughout the year. The website uses Vision Internet's advanced content management tool with role based security, advanced Approval Cycle, and easy to use content authoring tools. 1 ARc, !A LUpr otniny Events For Vrsitory (Its' Departrr'nt ax Nct'r,and Info rrrntit:s Site de sgmtl and heated by VVdgn Ineenlet b;1-Haan. n. n'e.W0* awe<yyew, ua0m.t - 14 - eze1ala.aa''a V. . vision Internet Big Blue Bus, CA URL: www.bigbluebus.com http://beta. netvip.com:90/bbbkiosk Scope of Work: The Big Blue Bus is one of the leading transit agencies in the country, and when launched, their website was considered the leading transit website. Even though this website is over four years old, it still looks contemporary and far surpasses most transit websites. The site was the recipient of the prestigious Public Technology Inc. (PTI) award plus it received national recognition from the U.S. DOT Federal Transit Administration for its ease of use and interactive tools, both which help people find information quickly. When launched, the site included many firsts such as an interactive route finder, maps and its integration with touch screen kiosks located throughout the city where visitors quickly locate bus routes, schedules, and points of interest. Staff members love the content management tools that allow them to update content once and have it automatically published to both the website and the kiosks. %t is the services of Vision Internet that contributes to making the Big Blue Bus the number one bus /ine in America. /highly recommend you not only to government entities, but also to any company wanting a successful web presence." —John Catoe Director rsarr **ARV- 11111r--41111 big 6US INFORMATION 111.14M 1 CftalalidLr.i.e 1 111X1110,14J3N1 1 used CM MY��YY\IY�YMIY.NYI - 15 - vision Internet City of Birmingham, MI URL: www.ci.birmingham.mi.us Scope of Work: For the small city in central Michigan, resources were limited compared to larger cities generally served by Vision Internet. Their needs, however, were similar to larger cities in that information needed to be well organized so website visitors could find it. The city also needed content management tools so they could cut ongoing costs for website maintenance and empower non- technical staff to update content. Vision Internet was chosen as their website partner because of its expertise in local government websites, its affordable content management tools, its ability to provide the kind of unique website the city was looking for, and to provide it all at a budget the city could afford. The end result is a website that stands far above others for cities of its size. It has been well received by the community and has led to a major transformation in the way residents are served by their government. The website features an advanced interactive Calendar, Document Central, Site Search, and the e -Notification tool to send registered users updates on what is happening in the community. It also has rotating homepage images to keep the site interesting and unique. "/ have never been involved in an /T project that went as smooth as deve%oiling our new website with lesion /nternet. " —Judy Rumps /7- Director NwMrg Board Meeting, 102T20gs Historical Board /Heeling 10282004 , See At Everra S.Valkab[e Community` -16- vision Internet City of Citrus URL: Scope of Work: Heights, CA www.ci.citrus-heights.ca.us The City of Citrus Heights was very clear in their vision for a new website. While they relied upon the expertise of Vision Internet in designing the site navigation and overall information architecture, they knew they wanted their interactive tools to be different. Vision Internet's strategic approach, and customized solutions, exactly met their needs; the city received the highly customized solution they were looking for. The result is one of our most advanced and customized websites. Featuring more than a dozen advanced components, it includes several highly unique tools such as Crime Statistics, Community Officer Directory, Facilities Directory, and Services Spotlight. Traditional tools include the Calendar, News, Job Postings, Frequently Asked Questions, Photo Gallery, e -Notification, Staff Directory, and many others. To make the website easy for users to find the information they are looking for, it features navigation based upon the type of user, by topic, and by department. It incorporates dozens of online forms so users can apply for services from the comfort of their home. Because different users tend to view the same information, the Most Requested Information function lists the most sought after pages of the website, on the homepage. f+,: e.. m.a • new aAQ, al-odru Cm.:arl .. • r.n.gi I:.. 9 N1j."+rr1[99:� N'I..a. rpt ft IVi•;v - 17 - vision Internet Garfield County, CO Reference: www.garfield-county.com Scope of Work: The purpose of Garfield County's new website was to provide citizens with an easy way to find information, and to provide staff with a simple way to update content. Additionally, the county wanted the website to reflect the local feel of the county apart from the high-profile ski resorts located nearby. Vision Internet was selected over several local firms because of its commitment and proven experience in creating the type of unique website that the county was looking for. The website fulfilled the vision by using Vision Internet's simple and easy to use content management tool and special interactive components. The content management tool allows the county's non-technical staff to maintain the website's content without programming or use of complicated design tools. They can add new pages, plus delete or modify any page in the website. Advanced tools such as the interactive Calendar, Meeting Agenda and Minutes, Link Library, and Site Search allow staff to update special types of content from within the same content management tool. To keep the site fresh and to reflect the local experience, it includes rotating photos of the county that feature the four seasons. "Your flexible approach resulted in a solution that exact/y met our needs" "/ highly recommend you to anyone who needs to get the most out of their website investment" —Bryan Sho/ten Director of/nformation Technology Garfield County, Colorado workforce is dedicated to managing & ices to produce high quality services for the benefit of our fellow residents & western Colorado. 2004 WeedCalenda,9 arNwallaale aresww. Norte 'About Gm -field Co,,np(I County 0.n4ces {courtly Gorarnanoe 'Scanty 0enartmenty;Hewa l Quik b 02004 Geraeld 00000, Cob0tlo. AA t1A1ds rtaerv0C. 10,381n 0146tt. Aaenwood SpRnps, Cpbrada 41501, 0770.945-1477 -18- vision Internet Greenbrier County Convention and Visitors Bureau, WV URL: www.greenbrierwv.com Scope of Work: "Yourprocess reminds me of our annual strategic planning process /t was really great!" Kin Cooper Director The Greenbrier County Convention and Visitors Bureau website is among the top CVB websites in the country. Its exciting graphics, targeted messages, and custom interactive tools effectively "sell" the county to prospective visitors, meeting planners, and tour operators. Its graphics are inviting, show off key landmarks, and focus on giving people reasons to visit. In addition to the advanced content management tools, the site incorporates several interactive components including a monthly and annual Calendar, News, Weather, e -Postcards, an e - Notification tool, and an advanced Itinerary Builder that allows website visitors to plan their Greenbrier vacation online. It also features revolving photos and "Did You Know..." facts on the homepage. iIYcnITrlr, (:ounr . A\i Kr iv:J/1m • Itinerary Builder • Send is ePG,[tlrd • Brochures 1 Native MNraaaaa am* ran __tlr.ir FV.asoa.-9,13tsoo.� 1101r6;w006.wnif. 10011011.001 wtN306a-!h/ of i A ►- fLw�,ijas roakeirikkg lofted Theiarimplr °Nat teams and 'mean, aumandinaTM Nnanbrier are pairactfai ragirtarad eetdSuub to axpF ra. - 19 - vision Internet City of Longview, WA URL: www.ci.longview.wa.us Scope of Work: The City of Longview needed a partner to work with to implement their new site. While they had internal technical resources to migrate content and implement a Linux -based content management tool, they needed an outside expert to assist them with the information architecture, navigation, design, and development of a long and short-term website strategy. Additionally, because Vision Internet was able to fully understand the high-level needs of the city, we developed creative marketing concepts including a new logo and tagline. The city was so pleased with our design of the logo and tagline that they utilized them for the city's overall marketing and promotional materials, new street signs, and its cable access channel. Vision Internet was the perfect addition to the city's team. Our flexibility allowed the city to use only the services they needed, enabling them to keep the budget low while having access to extensive expertise in creating effective government websites. 7 highly recommend Vision Internet to other government agencies and look forward to working with you again in the future." —✓udy✓ones /TDirector - 20 - vision Internet City of Monterey URL: Scope of Work: Park, CA www.ci. monterey-park.ca. us The City of Monterey Park's new website is a celebration of diversity. Incorporating several photos showing the many faces of the community, it has versions in Spanish, Mandarin Chinese and English. Using Vision Internet's content management tool, with several customized interactive components, staff save time and users have a much easier way to find the information they are looking for. The content management tool includes the standard role based security, plus the optional Approval Cycle where all content goes through multiple levels of approval prior to publication on the website. Advanced components include our Calendar, News, Job Postings, Online Survey, and Frequently Asked Questions. Dee 13,2003 Oa SaurdayDecom0er13Ik al 8(I P,M. Commu91 9eMce Department , ,,., iaTogo pan MonlweyPmkPe8 m.88awRwill vest about MNM,Ikea al me&1g*M 82, Memmlal u0ral, 318 9ouIk Ramps Avenue, *Wavy InMN W*Rom.Tr*wN Wares now Oft Click hen b seeMin May. city,kpil .yininti _pg nse ay Nnyis r�Yy�_.g market Rice testimony draws mired reaction 1ot^met 101 (lessee in Contonese. and Mon v'la nn 31 the BriloemEn0 Miemon8t wore- - 21 iOre" -21 - vision Internet City of Santa Clarita, CA URL: Scope of Work: "Your understanding of government clients coup/ed with your master of technology putyou far ahead of the other vendors " —Rob McRee Webmaster www.santa-clarita.com Vision Internet served as a partner for implementation of the City of Santa Clarita's website by providing consulting, design, and development services, while the city managed all content migration and implementation on their servers. The Vision Team complimented the existing team by providing expertise the city lacked. This unique approach allowed the city to keep their budget low by utilizing their existing, internal resources. The interactive components we provided include an integrated search engine (allowing for easier access to information), and a Business Directory providing quick reference points for residents and visitors seeking services. This lead to an increase in revenue for those businesses. Vision Internet also implemented a user-friendly structure enabling easy content management by the city, which can be self-administered. SANTA CLARITA CITY HALL cm' SERVICES COMMUNITY LEISURE SANTA CLARITA K: -..LL --..r. pw Nnµ lnY 4FnClS CONAtifo v V (NAM - 22 - vision Internet Town of Telluride, CO URL: www.telluride-co.gov Scope of Work: The Town of Telluride, in Colorado, is a world-famous ski haven in the heart of the Rocky Mountains. This small community of 2,500 full-time residents sees a 600% population increase during the ski season as winter -residents flock to vacation homes. Because the town has so many part-time residents that need to interact with the town's government, Telluride wanted a website to serve as an anytime, anywhere access to local government information and resources. They also wanted a more effective tool for promoting the Town to other prospective part-time residents and tourists. The final solution included a very unique design that combines modern design elements, colors, and black and white historical photos, thus reflecting the progressive community's historical past. The Vision Content Management Tool, interactive Calendar, Staff Directory, and several forms, along with interfaces to third -party weather and snow report information, provide website visitors with easy access to the information they need. This also helps simplify staff administration. Additionally, the interface with Babel Fish provides international visitors with simple translation to any content in the entire site. 0 Parks and Recreation ® Calendar .,n.. 0 Parking Information 0 Community links Hanley les Rink Pavillon Pr.nnang We Mw Iro0m Iw What Town Park Pavillon The lana wMdmam ohm Nebel Ice ow armee he are ocular comma hMMotto200111005.Mgra wry surrogateM0Mntar season he he Warbeed an sundafharM ton a meow hanks la a1 members ohne regional commune/hal emit he pavilion passer. and haled in celebrating Ws Im wthan wsmener Weather 1, ... • 71 Forecast s'suu` 1 (10RteWawR,l SnowI - YH 1 • &port - a _ iMI.©ttI IOQ1111112i t.c_ W.• w•. MM... 0 h24.ffi3 MO M-009001 n 7Seair!d, I 'OH,. nnvff-g : ei,al^A1 mmEELnnameen 1 iown errveex - 23 - vision Internet References The following references have been using Vision Internet services and content management tools for at least two years. The content management tools they are using, however, are older versions and do not have the same functionality we can further provide for you now. More recent references of clients using current versions of our content management tool are provided in the section following these initial three. BIG BLUE Bus, CALIFORNIA Contact name: Dan Dawson, Marketing Analyst Address: 612 Colorado Ave. Santa Monica, CA 90401 Phone number: 310-458-1975 E-mail: dan-dawson@santa-monica.org URL: www.bigbluebus.com Kiosk URL (Demo Version: http://beta.netvip.com:90/bbbkiosk/ CITY OF COLLEGE STATION, TEXAS Contact name: Cheryl Turney, Purchasing Manager Address: 1101 Texas Ave College Station, TX 77842 Phone number: 979-764-3557 E-mail: cturney@cstx.gov URL: www.cstx.gov CITY OF SANTA CLARITA, CALIFORNIA Contact name: Rob McRee, Webmaster Address: 23920 Valencia Blvd., Suite 290 Santa Clarita, CA 91355 Phone number 661-255-4336 E-mail rmcree@santa-clarita.com URL: www.santa-clarita.com Clients using More Recent Versions of the Vision Content Management Tool CITY OF BIRMINGHAM, MICHIGAN Contact name: Judy Rumps, IT Director Address: 151 Martin Street Birmingham, MI 48009 Phone number: 248-644-1800 E-mail: jrumps@ci.birmingham.mi.us URL: www.ci.birmingham.mi.us - 24 - vision Internet CITY OF EVANSVILLE, INDIANA Contact name: Tim VanCleave, Project Manager Address: 1 NW Martin Luther King Blvd. Evansville, IN 47708 Phone number: 979-764-3633 E-mail: tvancleave@vanderburghgov.org URL: www.evansvillegov.org NATIONAL PURCHASING INSTITUTE, NEVADA Contact name: Kay Foster, Website Chairperson Member agency: Dallas Fort Worth International Airport Address: P O Box 619428 D/FW Airport, TX 75261-9428 Phone number: 972-574-1105 E-mail: kfoster n dfwairport.com URL: www.nationalpurchasinginstitute.com ROUND ROCK INDEPENDENT SCHOOL DISTRICT, TEXAS Contact name: David Coronado, Webmaster Address: 16255 Great Oaks Drive, Ste. 200 Round Rock, TX 78681 Phone number: 512-464-5005 E-mail: david coronado@roundrockisd.org URL: www.roundrockisd.org - 25 - s vision Internet SCOPE OF WORK Vision Internet offers the best use of the City of Round Vision Internet, you are assured to receive a website that will build it from the ground up with your needs and object As members of the Association for Strategic Planning, we approach to website development. Taking the time organization, and the needs of your community, we answering these three important questions: o What is the purpose of the website? ❑ Who is it designed to serve? o How will we know when we are successful? Based on our initial understanding of your RFP, the focus of your current website, and our extensive knowledge of local government needs, we believe the primary reasons for redesigning the website are: ❑ Provide the community with more timely and useful information. ❑ Make it easier for website visitors to find the information they need. ❑ Distribute content management and authorship to non-technical staff members throughout the city/county. The primary audiences of the website include: ❑ Local residents Rock's precious funds. With delivers on its potential. We ives in mind. take a holistic and strategic to fully understand your approach your project by o Local businesses ❑ Visitors Other audiences could include: o Your staff o People seeking employment ❑ Media ❑ Other Local Governments To fulfill these objectives and reach your target audiences, we would provide you with: o Attractive Design: A website design that reflects the City of Round Rock, draws people in, and makes it immediately obvious that the website is the best place to get information and access resources. ❑ Intuitive Navigation: The information should be easy to find with the most important information accessible from the homepage to make it easier for website visitors. o Content Management Solution: The City of Round Rock will also implement a content management tool to facilitate management of content to non-technical staff throughout the City. o Integrated Interactive Components: Interactive components should be implemented to make the website more engaging and useful for website - 26 - vision Internet visitors, by allowing them to quickly zero in on the information most important to them. Each of these recommendations is discussed in more detail in the sections that follow. Attractive Design Design is important. People form an initial impression of how effective your website is by the graphic design and overall layout. If the website is not attractive and inviting, many people assume the website is too difficult to use or does not have the information they need. They will simply not use the website beyond the absolute necessities, if at all. To make your website stand out among cities on both a regional and national basis, and draw regular users of the site, the City of Round Rock's website should be inviting, easy to use, and reflect your unique identity. This can be accomplished through the following design characteristics: ❑ Creative design that incorporates custom design elements and the most important information easily accessible from the homepage. ❑ Photos and Collages of the City and its local landmarks. ❑ Consistent branding through a professional design theme. ❑ Use of Cascading Style Sheets to ensure future consistency and separation of content and design. ❑ Section 508 Compliant making it accessible by persons with disabilities. ❑ Easy to use drop down menus helping users to quickly understand navigation and locate information. ❑ Breadcrumbs to show the user's current path to let them know exactly where they are on the website. Vision Internet is recognized for its ability to create great designs that fulfill each of the above objectives. We have been featured in the national media and have won awards for creating effective web solutions. We intend to create an award-winning quality website for you. Intuitive Navigation For your website, we recommend organizing information by department, by topic, and/or by target users. Keep in mind that the average resident does not know the organizational structure of the City, nor needs to. Our approach allows users to find the information in a variety of ways that are most important to them. This is an approach we use on many of our government websites, making it easy for visitors to find information. This is largely because content is available through multiple "paths" making it simple for users to find information regardless of the way they prefer to navigate the website. It is also easy for your staff to update and maintain web pages because of our single - source web -publishing model. You can update the web page one-time, and it is published to multiple locations throughout the site. This prevents having inconsistent content while maintaining maximum usability for website visitors. - 27 - vision Internet Content Management Solution Content management tools allow non-technical staff to add, edit, and delete content, and control who has access to managing different areas of the website. This means that your staff can update announcements, press releases, news, documents, and other pages (even update or add Meta Tags) without knowing how to program. This is done through simple, easy to use administration screens. Because staff from each of the departments can update and maintain their website directly through browser - based forms, you can effectively cut your maintenance costs and redirect existing technical resources toward more important areas. Vision Internet is unique in its ability to implement different content management solutions. They include our own Microsoft ASP and SQL -based Vision Content Management Tool, Microsoft's Content Management Server (MCMS), and Stellent. While many clients choose our solution because it is very affordable and simple to use, they appreciate knowing that Vision Internet is able to recommend and implement the best solution for their particular needs. Most of our competitors do not offer this flexibility. For your project, we recommend our proven Microsoft ASP and SQL based content management tool. It is affordable, easy-to-use for non technical staff, and provides you with the functionality you will need. Furthermore, you will not be locked into Vision Internet or any other company because it is based upon standard technologies, and we provide you with all the source code for your own use. Administration Tools Vision Internet's content management tool provides you with a dynamic website where you are able to modify content on any page in the website through simple, easy to use admin screens. Additionally, you can add new pages and insert them into the navigation of the website. This allows you to continually grow your website over time, without ongoing maintenance fees. Our content management tool includes a number of functions that make it extremely easy for your non-technical staff to manage website content. The most important include: ❑ Browser -Based Administration allows for easy management of content by anyone versed at surfing the Internet and using basic word processing programs. There is no need for your staff to know programming when updating content. This allows authorized staff members to update, delete, and create new pages based on a predefined template, and insert them within the website's navigation. ❑ Secure Administration offering password protection to content management functions. Our sophisticated tool allows you to grant management rights to specific users or groups of users. Administration rights can be granted to the entire site or restricted to specific areas or types of content (i.e. by department). ❑ WYSIWYG Text Editor based upon standard document creation tools make it easy for your non-technical staff to edit and format text. With the WYSIWYG - 28 - vision Internet (What You See Is What You Get) editor, they can change font styles, colors, sizes, and formatting such as bold, italics, and underlining. • 4011)....B. • Style Selection • Font Selecbon • Font Size • Font Color • Background Color • Bold • Italics • Strike -through • Superscript and Subscript • Paragraph Alignment • Indentation • Numbered Lists • Buffeted Lists • Copy • Paste • Create Tables • Insert Images • Insert Form Fields • Attach Documents • tnsert Links • Spell Check • More Create Fam Zoom Figure 1 WYSIWYG text editor. ❑ Form Authoring tool enables you to create basic form -to -email forms where the results are automatically emailed to a specific staff member. ❑ Spell Check to help make sure your content is free of spelling errors. ❑ Styles give your web pages a consistent look because styles can be applied to such elements as text, headers, and lists. ❑ Design Templates to enable your staff to apply different colors and styles to pages by selecting the design template to apply to the page. ❑ Single -Source Web Publishing permits administrators to update a single web page yet changes will be reflected on multiple pages throughout the site. ❑ Navigation Control allows you to add new pages or move pages anywhere within the website. ❑ Page Linking enables you to easily create links to any page in the website or to other websites. ❑ Search and Replace tool so you can replace a word or phrase within the page. ❑ Email Address Masking to prevent spammers from getting the email addresses of your employees when crawling your site. ❑ Document Central so you can store a single version of each document in a central place and link to them from virtually any page in the website. ❑ Image Library so you can store a single version of each image in a central place and subsequently add them to virtually any page in the website. ❑ Content Scheduling saves time and money because all standard pages and specific predefined component content can be set up to publish ahead of time and be automatically removed or archived when it will no longer be relevant. -29- i \ • • vision Internet ❑ Printable Pages enables your website visitors to print out virtually any page on the website for reading off line. ❑ Content Approval Cycle allowing staff persons to create content that goes through multiple levels of review and approval before going "live." Optional functions available under additional budget include: ❑ Multilingual Support allowing you to publish web pages in any language including multi -byte Asian and Arabic languages. Our tool can be configured to accept your translated content. Configuration and translation services are not included; however, they are available for an additional fee. We .believe that our content management tool fulfills each of your system requirements. Additionally, because our tool has the ability to create forms, it will easily enable you to create feedback forms and many other types for gaining feedback and information from your website visitors. Included within the scope of this project is the providing of an HTML template that can be used for giving third -party applications the same look and feel as the main website. This template can be used for your streaming media and for your interactive GIS maps. The actual streaming media and GIS applications are not included within the scope of the project. Included Interactive Components In addition to the creative design, effective navigation, and easy to use Vision Content Management Tool, we will provide the City of Round Rock with interactive components for managing special types of content that offers a higher level of interactivity to your website visitors. Website users can easily find the information they need and staff will be able to maintain the site with timely information. Based on your RFP and thorough analysis of your current website, we believe these components will most fit your needs: ❑ Approval Cycle ❑ Calendar ❑ Design Themes ❑ Document Central ❑ Dynamic Homepage ❑ e -Notification ❑ Forward to a Friend ❑ Frequently Asked Questions ❑ Image Library ❑ Job Postings ❑ Link Library ❑ News and Newsletters ❑ Printable Pages ❑ Site Search ❑ Sitemap Generator ❑ Staff Directory, - ❑ Survey Tool. Each of these interactive components is described in detail below. Please keep in mind that with our advanced content management tool, you can manage content in your website without interactive components. These advanced components, however, provide a much higher level of usability and make managing content much easier for your staff. When choosing whether to implement a specialized interactive component, the variables to consider are budget, frequency of content changes, and volume of a - 30 - vision intern e t specific type of content. We believe the components included here provide you the best value for your needs. Customization of the Vision Content Management Tool includes the front-end graphic design and layout as well as adding or subtracting fields for your specific needs. Our clients appreciate the flexibility that this level of customization provides over the cookie cutter offerings of our competitors. APPROVAL CYCLE For websites where content authorship and updates are distributed throughout an organization's departments, it is helpful to implement the Approval Cycle tools where content updates and changes do not go live on the website until they have been approved by one or more persons. This allows you to segment the management of content by groups of users (such as departments), in addition to types of content as determined by the interactive components. It is extremely flexible allowing you to define as many workflows as you require with as many steps in the approval as you deem necessary. Most clients have one workflow per department with up to four or five steps in each. CALENDAR The Calendar can improve attendance at your events and meetings by making it easier for users to find the types of events most important to them. The Calendar can be implemented in a user-friendly monthly, or yearly, format. To further assist users, the Calendar has filtering tools that allow users to find information by month, category, or even departments. This makes it quite easy to locate specific information. To make Calendar management simple for staff, all events are stored in a central database. Additionally, it provides the same formatting tools available for authoring pages, thus allowing users to add images, create links to other content in the website, and attach documents (such as flyers, agendas, staff reports or any other type of document) from the Document Central. Your staff can easily add, delete, or modify events through a simple browser interface. What a wonderful time savings! To further help you save time, our Recurring Event Tool allows you to create recurring events where the same event, such as monthly commission meetings, can be setup in one easy step. It allows weekly, monthly, and yearly recurring events (i.e. it can use calendar dates, as in the 5th of each month, or days, as in the first Tuesday of each month). Once the individual events are defined, you can edit them independently. This enables each event to have its own unique description, agenda, and so on. It is a useful tool that will make managing your events a snap. Your staff will love it! DESIGN THEMES The Design Themes tool allows you to give subsections of the website their own unique look and feel. This provides overall navigational and page layout consistency for your website visitors. The navigational and page layout consistency will make navigating the site easier for your users; the structure will remain the same throughout the website. At the same time, however, by being able to apply different graphic designs and color schemes to different sections, you can incorporate distinct branding -31 - elements into a single website. To make it easy for your staff, they simply select the design theme to be applied to the page, from a list of available options that Vision Internet defines for the content management tool. It couldn't be simpler! DOCUMENT CENTRAL One of the main reasons people visit a local government website is to get information and download important documents and forms. With the Document Central, website visitors can easily find the information they need, and you can slash the printing or distribution costs for all types of documents. Based on our extensive experience in content management, we recommend a centralized location for all documents. This allows website visitors to browse for documents from a single, categorized location as well as to access the information from individual pages within the website. Furthermore, it allows easier administrator management of the documents, thus preventing confusing links and ensuring there are not multiple versions of the same document throughout the site. You can also replace a file in the Document Central and eliminate the need for updating links to documents from within pages throughout the website. We recommend all documents be stored in Adobe Acrobat PDF format to enable everyone to view, regardless of platform. However, you may upload most types of files including Microsoft Word, Excel, graphics files, and audio or video clips. DYNAMIC HOMEPAGE A Dynamic Homepage is one of the cornerstones of a successful website. It can automatically display content from most of the Interactive Components included in this proposal. This reduces staff time in maintaining the site, while drawing attention to your most important content right on the homepage. When combined with the Calendar and News components, it is a great way to keep your site fresh by ensuring that your website visitors are exposed to perishable content like news and events. We will work with you to determine the best layout for your Dynamic Homepage. We will then implement a predefined template that may incorporate links, introductory or teaser text, and even photo thumbnails. Additionally, we can implement the Dynamic Homepage to list upcoming events from the Calendar, documents from the Document Central, and news from the optional News component. While a single Dynamic Homepage is usually required, additional pages can be implemented for departments or specific audiences. This has proven popular for agencies, such as yours, to create an overall identity, while enabling individual departments to more effectively promote their own services. Other included interactive components (such as Calendar, FAQ, News, Link Library, etc.) can be filtered by department and displayed within that specific department's page. This way, within a predefined Department Page (i.e. either department homepage or sub -pages), a website visitor only sees content specific to that department. Pricing is based on the number of additional homepage templates required. Included in your project, is a main homepage plus a template for department homepages. - 32 - •vision Internet E -NOTIFICATION Increase communication, draw in more repeat users, and get important information out quickly, using our email based e -Notification tool. Our tool provides a sign-up box allowing users to add their email addresses to receive important notices, and set their preferences for the e -notifications they would like to receive. Each registration is verified via a confirmation email that the user must respond to in order to complete the registration process. This same mechanism allows each user to change preferences including opting out from subscription lists. To better manage the e -notification process, your staff can see how many subscribers there are for each category, plus edit subscriber information and export the subscriber database for use in other systems. The e -Notification tool also integrates with the News and Newsletters components, providing you the ability to broadcast news and newsletter content from your website to your subscribers. There is no need to recreate the content. This integrated approach enables your users to sign up for different types and categories of content on a single subscription page in order to have it delivered directly into their email box. FORWARD TO A FRIEND What better way to build traffic to your website than through often finFord and to a Friend component. In content rich websites like yours, people mcan flag they to share with others. With the Forward to a Friend component, you individual pages as available for forwarding to a coworker, friend or colleague. Additionally, the interactive components will automatically have a button for forwarding to a friend. The simple form asks for both the sender's and recipient's email addresses, and, if they care to, allows comments to send any along with the page link. The recipient will receive a short email from their colleague directing them to a specific page on your website. This tool empowers your website visitors to share information from your website that they find particularly useful. FREQUENTLY ASKED QUESTIONS Frequently Asked Questions (FAQ) are a website staple that visitors have come to expect. While traditional FAQs consist of long lists of questions that may overwhelm website visitors, our component provides a simple and easy way for users to find the information they need. Website visitors are able to browse the list of questions (and answers) by categories you define. Because multiple categories may be assigned to each question, your visitors will be able to find answers, based upon the category that best matches what they are looking for. Your staff will also love the feature because, unlike creating a FAQ page manually (which can be tedious and time consuming), our simple tool makes it easy. They input l questions d answers through a mple, centralized interface where they enter the qquest on, theaan answer, and assign one q or more categories to the FAQ. Our tool does the rest! IMAGE LIBRARY The Image Library is a centralized place where all images used in the website are stored. This saves space as there is a single version of each image used on the website. - 33 - vision Internet This also provides greater control, as you can restrict the ability to add new images to specific staff members within your organization. When deleting images from the Image Library, they are archived to prevent accidental broken links within the website. JOB POSTINGS Job Postings is one of the most popular types of content on local government websites. By posting jobs within the site, you are both attracting possible candidates, plus averting the flood of telephone inquiries about jobs that do not exist. This, of course, keeps your administrative costs down. Our Job Postings tool makes posting jobs a snap. Your HR staff simply fills out a form that can have any number of fields you define (such as position, department, salary, and benefits). Postings can be scheduled as to when they go live on the website and when they expire, thus reducing your administrative time and costs. To make it easy for users, postings can include interactive tools for filtering available positions by category, type of position, posting date, and salary. As is normal for all our components, your staff is able to define the categories or classification of Job Postings. Additionally, you are able to attach PDF forms or link to a simple job application to allow people to fill out their job applications online. For a more advanced approach, please see the description of our optional Job Applicant Manager on page 37. LINK LIBRARY Site visitors appreciate having links to important information and resources. While you can add links to virtually any page using our content management tool, our interactive Link Library provides a better alternative if you will have hundreds of links. It is better because it allows users to browse links they are interested in, based upon categories you predefine. Since there may be several categories that apply to an individual link, multiple categories can be assigned to each link without double entry. Keep in mind that this is more than simply adding the URL; you can give the link a name, add a description, and, if you choose, a thumbnail photo. To our knowledge, the Link Library is unique to Vision Internet, and is just one of the many tools that set our websites apart from our competitors. NEWS AND NEWSLETTERS By posting news to your site, you will improve communication with your target audiences. Our experience is that news can take many forms, including press releases, newsletters, feature stories, and "what's new" content. With our News and Newsletters component, each of these types of news can be implemented into a single section of the website, or have their own. To ensure usability for website visitors, while providing simplicity for staff, news content is automatically moved to an archive section at a predefined interval such as 90 days after publishing. Website visitors can browse the archive by filtering news articles based upon defined categories and date ranges of interest. It is a great way to provide a historical archive while making it easy to administer. Your project can include up to two types of news, each with their own sections on the website. - 34 - vision Internet When combined with the Dynamic Homepage, the most recent news items can also be posted on the homepage. With the e -Notification tool, you can send the news items to registered subscribers at the touch of a button. PRINTABLE PAGES In government websites, there are often long pages of content that people prefer to print out for reading or keeping for future reference. With the Printable Pages component, you can flag individual pages as "printable" plus all interactive components will automatically have a button for printable pages. With this functionality, users would see a print button on the page that, when pushed, would display the page in a window that is properly formatted for printing. SITE SEARCH Site users can find the specific content they need through the powerful search engine dtSearch. The tool will search both HTML pages and documents like Adobe PDF files and Microsoft Word documents. It will return results in order of relevance based upon frequency of search words in the page content or metadata. In an optional, advanced mode implementation, dtSearch supports full Boolean key word searches. This is third party software that needs to be installed on the web server. SITEMAP GENERATOR Some people prefer to navigate from a central sitemap where they are able to quickly see a snapshot of the overall website structure. Additionally, most blind people will use the sitemap as the principal source of navigation because it is much faster for their screen reader software to move through the site. The Sitemap Generator makes it easy for website visitors, and staff alike, by automatically generating a sitemap based upon the current site hierarchy. When a change is made to a page location on the website, it is automatically updated on the sitemap. This ensures up-to-the-minute accuracy, and is much easier than staff having to maintain a static sitemap. STAFF DIRECTORY It is often difficult for website visitors to find the correct person or department to contact in a government agency. The useful Staff Directory component makes it easy to locate the correct contact. It can list all staff persons, departments, even related agencies and partners, along with their contact information and description of their role, or area, of specialization. Your website visitors will love the convenience, simplicity, and accessibility; they can easily filter the list of staff, based upon name, department or other criteria determined to be important for your website visitors. Additionally, your staff will be happy that they can make their email addresses available to other people without exposing themselves to spammers. Our tool "masks" email address so the crawling software used by spammers cannot automatically pickup email addresses from your website. SURVEY TOOL With the online Survey Tool, you will have the ability to easily create your own online surveys and track the results in real-time. In contrast to the traditional paper survey - 35 - vision Internet approach, online surveys are more convenient for people because it eliminates the time and expense of mailing back survey responses. Administrators can customize questions as well as create multiple choices. Furthermore, you can display the results in several formats, including graphical representations. This allows your staff to aggregate the responses and view them in report format. The online Survey Tool supports fill in the blank, multiple choice, multiple select, and ranking type questions. It also has an export function so you can analyze the results using Excel, or any other program capable of importing CSV files. This is a third party tool and we are only able to offer customization of the graphic design. The Approval Cycle functionality is not available for surveys. Optional Interactive Components Vision Internet creates custom solutions; therefore, we are able to offer you virtually any type of function you can conceive. Below is a sampling of other components available to you. Because our content management tool is so flexible, you may add these at any time in the future for an additional budget. Advanced Online Forms Business Directory Crime Statistics Donation Acceptance Tool Dynamic Banner Ads e -Postcards e -Procurement Tool Event Registration Facilities Database -- Intranet/Extranet Itinerary Builder Job Applicant Manager Media Center Member Only Section ❑ Message Board ❑ Most Popular Pages ❑ Multilingual Support ❑ Officials' Corner ❑ Photo Gallery ❑ Real Estate Listings ❑ Resource Finder ❑ Rotating Photos ❑ Rotating Quotes tfo RFPPostip ❑ Online Payments ❑ Team Collaboration ❑ Virtual Tours a Weather Update Based upon our extensive knowledge of government needs, plus reviewing your existing website, we believe the following additional components may be of benefit to you. You did not specifically request them so we list them as optional. We can implement them now or at any time in the future. We list them to demonstrate that we have the ability to be your long-term partner. They would be under an additional budget or you can "swap" any of the included components for optional components of equivalent value. Recommended components are: Advanced Online Forms Meeting Agen•a and Minutes ✓❑ Most Popular Pages e✓❑ Photo Gallery ❑ RFP Posting - 36 - vision Internet NOTE: Within your RFP, you also requested information on Panoramic Video, Virtual Tours, and e -Commerce. These types of applications would be highly specialized for your needs with a wide range of possible budgets. We have; however, implemented these types of solutions for other clients and are able to work with you to determine the exact implementation and budget to fit your needs. ADVANCED ONLINE FORMS Online forms are a great way to collect information from your website visitors. While our content management tool supports creating basic online forms, we are able to generate more Advanced Forms that can perform complex validations, calculations, and have drop down boxes for selecting options. Users would fill out the form, print it, and mail it to the appropriate department, or automatically send it as an email to the appropriate staff member. In the case of an email routing, the visitor would automatically receive an email response, while the appropriate staff person would receive an email with information for follow up. Alternatively, for forms that require an original signature, we can create a PDF writable file. The user can open this in the browser, fill out the fields, print, sign, and mail it to the appropriate address. The budget for creating online forms is based upon the actual time required for programming the forms and/or integrating them with existing databases. As part of our consulting process, we will evaluate forms to be added to the website, and provide you with a quote for implementing the advanced forms. As an option, Advanced Forms can have the information stored in a database. We will provide you a fixed quote for Advanced Forms after we better understand your needs during the consulting stages of your project JOB APPLICANT MANAGER With the Job Applicant Manager, website visitors can apply for jobs online by filling out an application and submitting it for a specific job or for possible future jobs. The information is stored in a central database, and when submitted for a specific job, it is emailed to the manager responsible for hiring the position. HR can generate lists of prospective employees via interactive tools where they filter by skills, experience, salary requirements, and/or date application is submitted. This is the ideal tool for cities that are filling several positions per month or want to build a database of applicants for future positions. MEETING AGENDA AND MINUTES Meeting Agenda and Minutes is a staple to virtually all local government websites. It offers various advantages such as allowing you to quickly, and immediately, make public information available, while at the same time reducing your costs for distributing information. Our standard content management tool allows you to post this type of information, however our advanced Meeting Agenda and Minutes tool provides much more. Integrating with the Calendar tool, administrators can add agendas and minutes in a single, easy step. By letting website users access meeting information, agendas and - 37 - •vision Internet minutes directly on the website, you can reduce printing and postage costs while improving responsiveness. Our Meeting Agenda and Minutes tool allows users to easily view current, or archived, meeting information when they wish. This will allow non- technical staff to quickly and easily add, delete, or modify agendas, minutes, handouts, action items, and related documents. MOST POPULAR PAGES TOOL You users will love having the most important and popular pages of your website at their finger tips. With the Most Popular Pages Tool, users can filter lists of pages by the department or topic your staff has assigned to the pages. Because the tool also tracks how many times each page is viewed, the list automatically shows the most popular pages in descending order. The interactive list may be displayed within a box on the homepage, on sub -pages, and as its own fully interactive page. PHOTO GALLERY Nothing spices up a website like pictures. With our Photo Gallery component, your website visitors can browse pictures of your beautiful city and its exciting events. Users can view photo albums defined by your staff, and either look at photos via clicking on thumbnails or simply viewing them all in a slide show. While you can setup the basic photo albums with our content management tool, the Photo Gallery component includes several tools to make administration much easier. Simply upload the image to the new album, and add a caption; thumbnails are automatically created and added to pages based upon the predefined template. Also, to ensure accessibility, and Section 508 compliance, the necessary alt -tags are automatically added to each photo. What a great way to save staff time while spicing up your website! RFP POSTINGS To make future Requests for Proposals simpler, easier to manage, and more cost effective, the website can include an RFP Postings where they can be posted along with amendments and updates. Potential vendors can download RFPs in a PDF format. Because RFPs are time sensitive, you can schedule when the RFP posting would be live on the website and when it would be removed, thus ensuring your website is kept up-to-date with minimal staff time required. NOTE: Vision Internet also offers a full e -Procurement Application that includes vendor management tools, online bidding, automatic distribution of RFPs and addendums, and enforces government procurement best practices. This advanced tool can enable you to reach paperless purchasing, and significantly streamline your procurement process. It is much more affordable than most online bidding applications, and may be helpful if you are posting several bid opportunities per month. Other Optional Services Vision Internet is a full service firm able to offer all services required to build and maintain your website. This includes website maintenance, support, and hosting - 38 - vision Internet services. While you are not required to use any of these, you can rest assured knowing that we are able to provide you the support you need to ensure your project's long- term success. Website Maintenance Content management tools enable you to easily handle the content of the website without the need of programming experience. This can save you considerable time and money over a static website that requires a technical person to manage. Sometimes, however, you may need to expand the scope of the website by adding new components, changing the graphic design, or designing complex pages. Therefore, as your partner, we provide website maintenance services. We perform website maintenance by using the following procedure: 1. When receiving the service requirements from a client, our in-house team will first analyze the request, and then, come up with the best solution for performing updates to the website on our testing server. 2. After completing the changes, our quality assurance staff will conduct testing of all the updates to make sure that changes are consistent with the existing website and that there are no programming -bugs. 3. After our quality assurance tester confirms the updates, we transfer the files from the testing server to the live server. Our three-step procedure assures quality service, efficiency, and on time delivery. We are committed to our clients, offering a 48-hour turnaround time for most web content and simple graphics modifications to the website. For larger tasks such as adding new components, we will provide you with an estimate before beginning work. Technical Support We at Vision Internet, stand behind our clients and can provide you with the support you need. Most of our clients have an internal point person who serves as the first level of support for staff members by answering their questions and showing them how to perform basic functions using the content management tool. From time -to -time, however, your internal point person or webmaster may have questions regarding how to perform tasks, configure the system, or what is the best way to accomplish some organizational need. In all cases, Vision Internet is able to address your technical and/or operational needs. You will be assigned a service support person who will serve as your first level of support and manage any needs you may have. Because Vision Internet is looking forward to building a Tong -term relationship with you, we will provide three months FREE website maintenance and technical support. - 39 - Optional Maintenance/Support Plan Beyond the initial three months, many of our clients opt to buy blocks of hours for maintenance and technical support at a lower blended rate. Vision Internet is unique in that at the end of a one year -term, we allow clients to apply any unused hours towards additional interactive components or adding new functionality to the website. Our clients find this is a much better value than simply paying a maintenance agreement that includes technical support or updates that may never be needed. Conversely, they are able to choose the exact tools or functionality that will be of maximum benefit to them. Another added benefit to this approach is that you can add new functionality to your website under maintenance budgets rather than the harder to come by capital budget funds. Most clients only use three to four hours of support/maintenance per quarter but will purchase a maintenance contract of five to ten hours per month because of the exceptional value it provides for future developments. Website Hosting For over nine years, website hosting has been an integral part of our operations. We started our business as an Internet Service Provider (ISP) offering full service connectivity, design, and hosting. As the business evolved, we developed our relationship with Level 3, a global network provider, which enables us to provide comprehensive hosting solutions for our clients. We have our own co -location suite within the convenient and secure Level 3 facility. Our hosting services include: ❑ Unlimited Storage o Unlimited Bandwidth o T3 bandwidth (over a 100 Mbps digital line) ❑ Power failure equipment including battery backup ❑ Redundant generator backup o Microsoft Windows Server 2003 w/ IIS 6.0 ❑ Microsoft SQL Server 2000 ❑ Full climate control ❑ Cisco routers and redundant Dell servers o Security access via ID, palm scanner, and key card o Guaranteed 99.9% uptime ❑ Monthly WebTrends reports To show our commitment, we will provide the first three -months at no charge. With Vision Internet, you are not locked into using our web hosting services. However, many of our government clients throughout the country use our hosting services because of its exceptional value and administrative simplicity. MONTHLY WEBTRENDS REPORTS - 40 - \ vision Internet To make sure you realize the full potential of your website project, it is highly recommended you actively monitor traffic to the website and content most utilized by visitors. For our website hosting clients, we offer WebTrends Log Analyzer software to study the site traffic. WebTrends presents the site traffic reports in an organized and concise format with full-color graphics. By utilizing this software, we are able to offer complete reports on website visitor patterns, referring sites, visitor paths, and demographics. The reports enable you to understand the website end-users, what search engines and keywords they use to find your website, the pages they access, and much more. The reports also provide activity and technical statistics that contain information about the average number of visits, the least and most active days, the length of visits, the total hits, the errors found on the pages, etc. We make the WebTrends reports accessible to you over the web. 14•1••• 1,g1.50:1CIgW-aaVp01 RA® S *w.,Mwi.01 m,.,)flc 11404•11 .a4Y4,01V 1NMa4•41144.d.ak*Ytn11•6.m14Wlo WN gal.* - 41 - w a111111211, uoi • f.@ 9011M. We 1iS 01} Om One 1M. nes MI 1104 403 Ti 2Y ..P 41N.YS.Mf no 031.03.1041111. M. ,031110 b9 U6 .1M.M1 1.1M.l.F.1MlIlUO3...p Ib ETw4 4..14 4..gn.4 11. ]14 WO .tom... 4. i.1N••• I9•R.4rYV .s4.0. Wa 4C .....1` OM „. iM1 .4. ........11...n 1.....*. 1.: .w>� ..... w�� .:. .1. ,..,W......,4,.,., =m, - 41 - vision Internet THE VISION PROCESS Throughout our nine years of web strategy experience, we have constantly developed and refined our implementation process. This process consists of six stages. In each, there are formal review and approval points to give you full control of the project and ensure the final website meets your expectations. This process is explained in the sections below. Stage 1: Vision Stage In the Vision Stage, we work with you to create the vision for your website now and for the future. The Vision Stage places heavy emphasis on the objectives of the website and how it supports the overall organizational goals. To create the vision, we will: ❑ Prepare and tabulate surveys of key decision makers. The survey will focus on goals and objectives, what is good and bad about your current site, examples of sites you like, and many other topics. ❑ If desired, we can also perform an online survey that collects input from your website visitors. There would be a link on your existing website that directs visitors to a quantitative survey that collects information on your website visitors' needs and desires. ❑ Review your existing website and the websites of other cities. ❑ Study examples of other websites you like. ❑ Hold a brainstorming session with your web team. ❑ Collect all content and materials for the new website. The heart of this stage of the project is the brainstorming sessions where we discuss your current website, the results of surveys, the needs of users and staff, and possible approaches for the future. This serves to gain insights and create general support for the project. We will also discuss operational considerations for once the website launches. This operational discussion will be a two-way dialog where you provide us information about the operational needs of the City of Round Rock and we share with you our experience and knowledge based upon the best practices we have discovered over the years. Stage 2: Concept Stage In the Concept Stage, we will create the blueprint for realizing the vision. To do this, we will develop the site infrastructure that includes: ❑ Creation of a navigation strategy that supports easy access to information. ❑ Categorization of pages according to the navigation strategy. ❑ Creation of a conceptual sitemap. The navigation or information architecture will take into account your current needs plus allow for future expansion and growth. ❑ Recommendation of interactive components to support easy navigation through special types of content, such as events and news. - 42 - vision Internet ❑ Drafting of a homepage layout wire frame that shows the placement of key information and dynamic content. The Concept Stage will end with your approval of the sitemap and homepage layout wire frame. Stage 3: Design Stage In this stage, our creative team will continue with the creative graphic design for your homepage, based on the approved homepage layout wire frame. Our creative ability and expertise will allow us to develop compelling graphic design to make your website look great, while maintaining its usability. We will work very closely with your staff to establish a look and feel for the website that reflects your unique identity. Website/Graphic Design will include: ❑ Up to three (3) homepage design concepts to establish direction. ❑ Design of custom icons, buttons, screen elements, and backgrounds, if desired. ❑ Efficient and streamlined navigation and site architecture. ❑ Optimization for speed. ❑ Consistent graphics, structure, and navigation design. Towards the end of this stage, we will present final homepage design concepts for your approval. You will select one for implementation in the new website. Stage 4: Development Stage This stage includes the interior page design and programming the website according to the approved specifications and creative design. Programming will include the implementation of the content management tool and development of the interactive components. Our creative team will give direction for the sub -level page design. Though we do not create content as part of our services, we do include in the scope of your project the migration of up to 200 pages into the new website. Stage 5: Quality Assurance, Documentation, and Training Stage While quality assurance is an integral part of every stage of the project, in the Quality Assurance Stage we do extensive testing and reviewing of the website code. We will thoroughly follow an exhaustive checklist of all pages and functions created during the development stage. You will have a staff representative participate in this process to verify the site fulfills the expectations for the project. Within this stage, we will also provide training for the content authors from each of the departments in addition to an overall system administrator. For content authors, we will train them on how to create and update content using the content management tool, and for the administrator we will instruct on managing security, system configuration, and other advanced topics. A custom training manual and reference is provided for updating the website. The manual incorporates screenshots from your websitemaking it easy for staff to understand and use. - 43 - Internet Stage 6: Launch Stage In the Launch Stage, the website is moved to the production server. We again go through the final quality assurance process ensuring the site transfers correctly. After you approve that the website is ready to launch, the website will be made available to the public. We will continue to monitor the website over the next three months to make sure that the entire site is functioning properly. Project Schedule The table below shows our recommended development and launch schedule along witha list of key deliverables/milestones. We can, however, work with you to find a way to shorten the schedule if you require. * The schedule may vary largely depending on option/ components and participant decision times. -44- Vision Stage ❑ Stakeholder surveys o Brainstorming session 2 — 4 Weeks Concept Stage o Conceptualized sitemap o Homepage layout wire frame 2 — 4 Weeks Design Stage o Three homepage design comprehensives o Custom icons, buttons, screen elements and backgrounds o Complete navigation design 3 — 4 Weeks Development Stage o Programming of the website ❑ Migration of up to 200 pages of content 4 — 9 Weeks Quality Assurance and Documentation Stage o Completed website o Customized training manual o Onsite Training 2 — 3 Weeks Soft Launch & Final Launch o Move website to production server o Continued final testing o Website goes live 2 Weeks Total estimated time to launch 15 — 26 Weeks * The schedule may vary largely depending on option/ components and participant decision times. -44- INVESTMENT PROPOSAL Due to our extensive experience creating government -related websites, and implementing content management tools, we are able to offer City of Round Rock a custom solution at a cost normally associated with a canned -solution or second-class website with poor design and inferior technology. We are certain that in reviewing this proposal, you will realize Vision Internet clearly stands out above the competition and is the best choice for guaranteed results. While we may not be the lowest bid, our clients tell us that we provide the best overall value. Consulting Project Management Design Design Production Dynamic Programming HTML Programming Content Migration Quality Assurance Training/Documentation 92 55 59 31 275 39 0 46 75 Total not to Exceed $125 $11,500 $12 $6,875 $1 . I $5,900 $8 $2,635 $125 $34,375 — $75 $2,925 $75 $0 $9 $4,370 $10, $7,500 $76,080' Vision Internet is looking forward to building a long-term relationship. As a token of our commitment to your success, we will offer the following services at no cost: ❑ Three months free hosting' ($600 value) o Three months free maintenance and support2 ($1,500 value) o All travel costs ($1,500 value) ❑ One-year free Warranty2 ($10,000 value) Pricing for Optional/Additional Work In the proposal, we outlined a number of options. You are in no way obligated to accept these recommendations; we offer them to demonstrate our forward thinking. Below is pricing for these options: 1 Requires one-year commitment. 2 Up to five hours per month. 2 For details, see "Included Warranty" on page 47. - 45 - •vision Internet Optional Components 11 Advanced Online Forms (Estimate per form) ob Applicant Manager4 Meeting Agenda and Minutes Most Popular Pages. Photo Gallery RFP Posting $500 $5,000 - $7,500 $3,050 $3,050 $4,020 $4,020 Optional Website Maintenance and Support Beyond the initial development of the website, Vision Internet is able to provide ongoing website maintenance services. The following table shows our maintenance fee structure for services on an as -needed basis. For a description of our maintenance services, refer to the description on page 39. Custom Programming HTML Programming/Technical Support Because Vision Internet is looking forward to building a long-term relationship with you, we will provide three months FREE website maintenance (up to five hours per month - approximate value $1,500). NOTE: Support and Maintenance Contracts are available for as little as $500 per month. Remember, any unused time can be applied to acquiring new interactive tools or components at the end of a year term. For a description, please refer to "Optional Maintenance/Support Plan" on page 40. A quote for a Support and Maintenance Contract will be provided upon request. Optional Website Hosting Hosting is an optional service that we provide to many of our clients. For a description of our hosting services, refer to page 38. Again, as a courtesy to you, we will provide the first three months at no charge. Vision Internet can host your website beyond the initial three months for $200 per month. 3 We will provide a firm quote after we have an opportunity to review your requirement and to draft firm specifications. All pricing will be based upon the time required to create the forms. All forms by their nature are custom. Because employment applications, by their nature, are completely customized, the final pricing will depend upon the complexity of the application. - 46 - Addition/ Information Included Warranty All programming code within the project developed by Vision Internet is warranted for a period of one-year from the date of the launch. We will create a backup of the website when it is launched. If any problem arises while you are maintaining the site, we will be able to restore the site back to its condition as it existed at the launch. If we are maintaining and hosting the site, we can restore it to its condition as it existed at the clay of the last back up, should a problem arise. In our ten years of business, we have not had any significant problems arise, due to our extensive quality assurance. Most of our competitors do not even offer a warranty of any kind. We stand behind our work and offer you a full one-year warranty at no charge! Sub -Contracting To maintain quality control, all core services are performed in house. This assures cost effectiveness, efficiency, and consistency. Terms and Conditions Vision Internet agrees to perform the services at the prices quoted in this proposal. This quote is valid for 180 days. - 47 - vision Internet CONCLUSION By implementing your new website as we propose, the City of Round Rock will make a quantum leap forward in its ability to serve its community. The website will incorporate advanced content management tools, highly interactive content, and enable citizens to get the information they need when they need it. It is our creativity and our attention to our clients' unique needs and identity that allows us to create award-winning quality websites. Examples include sites for the Big Blue Bus, Community Transit, Wood County Employment Resource Center, City of College Station, and City of Diamond Bar. We are very excited for the opportunity to direct our creativity and technical expertise in creating unique solutions for you and your community. We are confident that our expertise in consulting, graphic design, programming, and client support will result in the unique solution you are looking for. As we move ahead with this project together, we look forward to providing you with the highest quality and innovative services available. Respectfully submitted, a., Tim D. Schmidt / Steven B. Chapin President, Vision Internet Providers, Inc. Vice President, Vision Internet Providers, Inc. -48- Internet APPENDIX 1: THE VISION TEAM Over the past nine years, Vision Internet has assembled a fantastic team of motivated, passionate individuals excited about the work they do and the solutions they provide. Coming from a variety of backgrounds, each contributes exceptional technical skills, solid business expertise, and diverse industry experience. Vision Internet's ten team -members have diverse, overlapping skills guaranteed to make your project an overwhelming success. As you read their profiles, you will recognize their extensive individual experience, expertise, and contributions to many successful projects. The team includes: ❑ Steven B. Chapin - President and Founder ❑ Tim Schmidt - Vice President ❑ William lek — Manager of Client Services ❑ Jay Ding — Manager of Technology ❑ Tom Johnson — Project Manager ❑ John Vu — Senior Developer ❑ Li Zhang — Senior Developer ❑ Uriz Goldman — Developer ❑ James Jardine — Creative Director ❑ Sandra Vu — Designer Biographies of key team members are provided in the following section. Biographies of Vision Internet Team STEVEN B. CHAPIN - PRESIDENT AND FOUNDER Mr. Chapin offers extensive experience in the website industry. As founder and president of Vision Internet, he has managed his team on several high profile projects for commercial clients, governments, and non -profits. His vision has taken the company from an ISP to a full service web development firm with a focus on government clients. As the leader of the Vision Internet team, Mr. Chapin is fastidious in the work his company produces for clients. He always strives to exceed client expectations and requires his team to go above -and -beyond. As a result, Vision Internet has received numerous awards for its work along with significant press coverage. Most notably is the US News and World Reportthat features Mr. Chapin on the cover. In addition to running Vision Internet, Mr. Chapin is heavily involved in community service, including eight -years on the Board of Directors of the Junior Chamber of Commerce, the Santa Monica College General Advisory Board, the Computer Science and Information Systems Advisory Board, as well as the advisory board to ProjectEcho, which trains young people on entrepreneurship. Mr. Chapin has made a commitment to bettering the lives of young people, and he has received several honors for his professional and community work. They include such honors as the Distinguished - 49 - Service Award, a mayor's commendation, and the Kulp Award, which is given to the top chapter president in the United States of the Junior Chamber of Commerce (over 80,000 members). He is an honors graduate of the University of Southern California. TIM SCHMIDT - VICE PRESIDENT Mr. Schmidt is a well-rounded entrepreneur and professional manager. He is able to draw upon a variety of experience and knowledge in the areas of sales, marketing, operations, technology, and finance, consulting with companies on how to develop effective online and offline strategies. He is especially good at immersing himself into the details of an organization, spotting the trends and opportunities, and emerging with creative and effective ideas and strategies. Furthermore, he has the analytical skills to filter the winners from the losers, and the attention to detail that enables him to create specific plans of action. Mr. Schmidt has a strong background in technology having served as a programmer, technician, and a senior technical manager of a large European -based, international technical company. Both as part of the management team and as an outside consultant, he has participated in the founding and growth of more than a dozen technical and traditional companies. As a public employee, he launched a new state program - TechForce. He has various civic and non-profit experiences. Project experience includes U.S. Air National Guard, City of College Station, City of Evansville, Vanderburgh County, City of Longview, Round Rock Independent School District, Columbia Basin College, Greenbrier Convention and Visitors' Bureau, and National Purchasing Institute. Mr. Schmidt holds a Bachelor's degree in Business Management and extensive secondary education in marketing and technology. Roles Served: Consulting and Project Management. WILLIAM IEK - MANAGER OF CLIENT SERVICES Mr. lek is Vision Internet's most senior project manager and leader of the project management and client support teams. He uses his exceptional knowledge in project management, web technologies, and in web usability to develop the firm's Vision Implementation Process and all supporting methodologies that have enabled Vision Internet to deliver successful projects. He designed processes to take into account different organization and decision structures to serve all types of corporate, government, and education clients. He draws from extensive experience and knowledge of information architecture, marketing, business management, and planning to assist clients in finding web solutions that complement and enhance overall corporate images, business processes, and strategic positioning. Joining the team in 1998, he has personally managed countless successful projects. A sampling of project clients includes City of Santa Monica kiosks, Community Transit, Houston -Galveston Area Council, Wood County Employment Resource Center, Horizon Airlines, Pacific Income Advisors, Florida Partnership for School Readiness, -50- t vision Internet CB/Richard Ellis Investors, City of Diamond Bar, City of Santa Clarita, Alameda County Waste Management Authority, Dallas County Community College District, UCLA Law School and all major internal development projects such as our content management tool and e -procurement system. He earned his degree in Business Management from USC Marshall School of Business where he specialized in information architecture and graduated at the top of his class. Roles Served: Consulting, Project Management, Usability Studies, and Information Architecture. JAY DING - MANAGER OF TECHNOLOGY Mr. Ding uses his extensive knowledge and experience in web -technologies to lead Vision Internet's development team and set the technical direction of the company's development. He is a senior web programmer and lead product manager skilled in HTML, ASP, JavaScript, and Cold Fusion. He is also an authority in Section 508 accessibility issues. He excels in database design, development, and information architecture. He uses these tools to create kiosk, content management, and e-commerce solutions using Microsoft SQL Server and Oracle databases. His programming skill set also includes C++, Java, Pascal, and Visual Basic. He is an expert in content management including third -party Microsoft CMS, and Stellent, plus he led the development of the Vision Content Management Tool. As a senior project manager, he has extensive experience in managing complex projects to deliver sophisticated websites for Vision Internet's clients including Los Angeles County Ford Amphitheatre, Los Angeles Opera, United Airlines, California Junior Chamber of Commerce, Cozmo Card, Academic Studies Associates, Garfield County, City of Lynchburg, Columbia County, Round Rock Independent School District, City of Englewood, and Accessible Activities, for whom he developed a content management solution for a blind webmaster. Mr. Ding earned a Master's degree in Information Systems and an MBA from Katz Graduate School of Business, University of Pittsburgh. He is a Microsoft Certified Professional and has been part of the Vision Internet team since 1999. Roles Served: Product Management, Consulting, Project Management, Information Architecture, and Programming. TOM JOHNSON - PROJECT MANAGER Mr. Johnson is a highly experienced project manager and information architect with more than ten years programming and web development experience. Before joining Vision Internet, he worked on large-scale, international projects for such companies as Navigant and Sony Europe. Experience includes designing and developing user interfaces for complex B2B e-commerce projects. Additionally, he has special expertise coding streamlined cross -platform HTML, JavaScript, and CSS. His projects include the Ventura County Transportation Commission, City of Longview, City of Birmingham, City of Arcadia, Wood County Job and Family Services, California Association of Physician Groups, SunLine Transit, the U.S. Air National Guard, and Arcadia Unified School District. - 51 - vision Internet Mr. Johnson holds a Bachelor's degree from Northwestern University and has extensive secondary education in web management, design, and development. Roles Served: Consulting, Project Management, Information Architecture, and Production Design. JOHN VU - SENIOR DEVELOPER Mr. Vu is a truly exceptional programmer and serves as the primary developer of our content management tool and e -procurement systems plus developed many of our most advanced and innovative interactive components. Projects include City of College Station, City of Diamond Bar, City of Evansville, Dallas County Community College, Greenbrier Convention and Visitors' Bureau, and many others. Mr. Vu specializes in Visual Studio, .Net languages, and Microsoft Content Management Server. He can be found in the office day and night developing his latest "masterpiece" in any number of languages including ASP, ASP.Net, C#, C++, and SQUTransact-SQL. He is also an expert in JavaScript (both server and client), VBScript, HTML, XHTML, DHTMUCSS, Visual Basic (COM), and XML. Mr. Vu earned his Bachelor of Arts degree from UCLA and is a Microsoft Certified Professional. Roles Served: Programming and System Design. Li ZHANG - SENIOR DEVELOPER Mr. Zhang is Vision Internet's senior developer of highly unique and custom content management tools, e-commerce, and a new tool that will interface with the police department's existing systems to provide online crime statistics and the ability to file online crime reports. He draws from years of programming, engineering, and system platform experience. In addition to his expertise in ASP, ASP.Net, PHP, XML, Java, and C++, he is also an expert in GIS with specific expertise in the ArcServe product line. His projects include the U.S.. Air National Guard, City of Citrus Heights, National Purchasing Institute, and Alameda Waste Management Authority for which he created an advanced e -Commerce tool that is capable of pricing based upon rules and conditions defined by government regulations. Current projects include SunLine Transit, Orange County District Attorney's Office, and the UCLA Law School. He holds a Bachelor's degree in Biomedical Engineering from Zhejiang University and a Master's degree in Electrical Engineering from USC. Roles Served: Programming and System Design. URIZ GOLDMAN - DEVELOPER Mr. Goldman is our implementation expert responsible for initiating and customizing the Vision Content Management Tool. His expertise in Microsoft ASP, SQL Server, and JavaScript, plus in depth knowledge of the Vision Content Management Tool, allows him to quickly and efficiently build unique websites specifically designed to meet the needs of the clients they serve. Additionally, Mr. Goldman's expertise with PHP, MySQL, and Crystal Reports allows him to maintain and integrate non -Vision Internet applications into cohesive solutions. - 52 - -vision Internet Mr. Goldman holds a degree in Computer Science from Universidad Tecnologica de Mexico, Mexico City. Roles Served: Programming, Maintenance of Web Applications, Quality Assurance. JAMES JARDINE - CREATIVE DIRECTOR With over twelve years experience in print, publishing, and web media, Mr. Jardine is experienced in leading cross -media campaigns that deliver perfect aesthetic results. His exceptional creativity and resulting designs provide our clients with unique and exciting projects that include the award-winning websites for Los Angeles Opera featuring Placido Domingo; the City of Santa Monica kiosks; Snohomish County Community Transit; the Wood County Employment Resource Center; and the five -time award-winning City of Santa Monica's Big Blue Bus. He has spearheaded the design of countless Vision Internet projects, is a master of all major design software programs, and is an expert in usability issues (including Section 508 compliance), cross -platform and cross -browser issues. He has extensive experience in branding, design, communication, and typography. He has led the creative aspect of more than 100 websites including over 30 in the government sector. Mr. Jardine is schooled in Graphic Design from the internationally recognized Art Center in Los Angeles. Roles Served: Creative Direction and Graphic Design. SANDRA VU — DESIGNER Ms. Vu's combination of creativity and attention to detail makes her a wonderful addition to the Vision Internet team. Her creativity has resulted in unique designs for many of our most recent projects including Round Rock Independent School District, National Purchasing Institute, and Greenbrier County Convention and Visitor's Bureau. She also provides production design services for nearly every project. Ms. Vu is also our resident content migration expert and oversees the content migration of nearly every project. Her unique combination of HTML and design skills along with her attention to detail ensures the last page on the website is as perfectas the first. Ms. Vu has a Bachelor's degree in Art History from UCLA. Roles Serve: Graphic Design and Content Migration - 53 - DATE: June 16, 2005 SUBJECT: City Council Meeting - June 23, 2005 ITEM: 14.C.1. Consider a resolution authorizing the Mayor to execute an agreement with Vision Internet, Inc. for web design services. Department: Administration Staff Person: Will Hampton, Communications Director Justification: The website has never been professionally designed and engineered, and lacks basic interactive features, and an integrated content management system. The site also needs to be Section 508 compliant (federal disabilities compliance). Funding: Cost: $79,180 Source of funds: General Fund Outside Resources: Vision Internet Inc. Background Information: The City of Round Rock website is a vital link between the City and its customers, and is a significant element of our branding efforts for economic development. Public Comment: An online survey was conducted of the City's web users last year, and received 230 responses. Website issues were discussed and input was received from the Mayors' (Homeowners and Neighborhoods Association's) President's Roundtable last month. CITY OF ROUND ROCK AGREEMENT WITH VISION INTERNET PROVIDERS, INC. FOR PROFESSIONAL CONSULTING SERVICES THIS AGREEMENT for professional consulting services related to website development ("Agreement") is made by and between the City of Round Rock, a Texas home -rule municipal corporation, whose offices are located at 221 East Main Street, Round Rock, Texas 78664-5299, ("City") and Vision Internet Providers, Inc. ("Consultant"), a California corporation, whose offices are located at 2530 Wilshire Boulevard, 2nd Floor, Santa Monica, California 90403. RECITALS: WHEREAS, City has determined that there is a need for the delineated services; and WHEREAS, City desires to contract for such professional services; and WHEREAS, the parties desire to enter into this Agreement to set forth in writing their respective rights, duties and obligations hereunder; NOW, THEREFORE, WITNESSETH: That for and in consideration of the mutual promises contained herein and other good and valuable consideration, the sufficiency and receipt of which are hereby acknowledged, it is mutually agreed between the parties as follows: 1. COMPLETE AGREEMENT; EFFECTIVE DATE AND TERM This Agreement, and any attachment signed by the Parties which is attached hereto, represents the complete agreement and understanding between Vision Internet Providers, Inc. and the City of Round Rock, Texas, and supersedes any other written or oral agreement with regard to the website development services provided for herein. Any modification of this Agreement is valid only if the modification is in writing and is duly executed by the authorized representative for each Party. City and Consultant are sometimes individually referred to as "Party" and collectively as "Parties." This Agreement shall be effective on the date it has been signed by each Party hereto, and shall remain in full force and effect unless and until it expires by operation of the term indicated herein, or is terminated or extended as provided herein. The term of this Agreement shall be until full and satisfactory completion of the work specified herein is achieved, but in no event later than December 31, 2005. 1 2. CONSULTANT'S AGREEMENT TO PROVIDE SERVICES; CITY'S AGREEMENT TO PAY; CONFIDENTIALITY; CITY'S DESIGNATED REPRESENTATIVE Consultant shall provide the services delineated on the attached Exhibit "A," incorporated herein as though recited verbatim, and will comply with the terms and conditions of this Agreement in exchange for City's payment of the fees as delineated in Section 3 of this Agreement and City's compliance with the terms and conditions of this Agreement. This Agreement, and all activities pertaining thereto, and all discussions of any nature regarding City's website development shall be treated as confidential and shall not be disclosed to any parties other than authorized representatives of Consultant and authorized representatives of City. It is agreed by the Parties that City's designated representative for purposes of this Agreement shall be Will Hampton. 3. CONTRACT AMOUNT; PAYMENT FOR SERVICES In consideration for the professional services to be performed by Consultant, City agrees to pay Consultant a total sum not to exceed Seventy-nine Thousand One Hundred Eighty and No/100 Dollars ($79,180.00), in payment for services and the Scope of Work deliverables as delineated in Exhibit "A." In consideration for the consulting services to be performed by Consultant, City agrees to pay Consultant the following: - (i) One payment equal to twenty percent (20%) of the total sum, that percentage payment being $15,836.00, payable upon completion of the brainstorming meetings at the end of the Vision Stage; (ii) A second payment equal to twenty percent (20%) of the total sum, that percentage payment being $15,836.00, payable upon City approval of the homepage design at the end of the Design Stage; (iii) A third payment equal to twenty percent (20%) of the total sum, that percentage payment being $15,836.00, payable upon the implementation of the Vision Content Management Tool and Interactive Components at the end of the Development Stage; (iv) A fourth payment equal to twenty percent (20%) of the total sum, that percentage payment being $15,836.00, payable upon completion of training at the end of the Quality Assurance, Documentation, and Training Stage; and (v) A fifth and final payment equal to twenty percent (20%) of the total sum, that percentage payment being $15,836.00, payable upon completion of Stage 7, the Live Use and Acceptance Stage. 2 There shall be no payment for reimbursable expenses in this Agreement. 4. WORK PRODUCT EXCLUSIVE PROPERTY OF CITY The website content and design which is developed under this Agreement shall be the exclusive property of City ("Work Product"). City may use the Work Product for its own purposes, without additional compensation to Consultant. Notwithstanding anything to the contrary herein, Work Product shall not include the Vision Content Management Tool, Interactive Components and other materials or components designated by Consultant, or any portion thereof, which: (a) have been previously made available to the public or (b) which was already in Consultant's possession prior to services performed under this Agreement ("Consultant's Proprietary Information"). Consultant shall retain all right, title, and interest in all of Consultant's Proprietary Information; however, Consultant hereby grants to City a perpetual, non-exclusive, royalty -free license to use for its own use any Consultant's Proprietary Information that is embedded in the Work Product. 5. WEBSITE HOSTING Consultant will not be hosting the referenced website. 6. WEBSITE MAINTENANCE AND UPDATES Consultant shall provide, at no charge, monthly website maintenance and updates ("Maintenance") for up to five (5) hours each month for a period of three (3) months commencing on the date of the website launch. Maintenance beyond five (5) hours per month in the first three (3) months is optional, and shall be done only at the request of City. Optional services and maintenance after the first three (3) months shall be initiated only at the request of City, and such work shall be considered Extra Work as described in Section 7. 7. EXTRA WORK Additional services not covered in this Agreement and extra hours will be presented by Consultant to City in writing for approval prior to commencement of work ("Extra Work"). Extra Work will be billed at Consultant's prevailing hourly rates, which are currently as follows: HTML Programming, Data Input, $75.00 per hour; Graphic Production $85.00 per hour; Quality Assurance, Testing, Debugging, Webmaster Services, $95.00 per hour; Consulting, Project Management, Database Design, Dynamic Programming, $125.00 per hour; Graphic Design, Training, $100.00 per hour. Straight flatbed scanning will be billed at $10.00 per scan. Touch up work to images will be billed at the Graphic Design hourly rate. City shall be responsible for any or all additional fees including, without limitation: photography, stock images, illustration, scanning, software, 3 applications, online promotion, marketing, copy writing, redesign, change orders, mailings, and fees to any third party vendors, if applicable. 8. INTENTIONALLY LEFT BLANK 9. CITY'S DUTY TO SUPPLY INFORMATION City shall supply all information to Consultant in digital format including without limitation copy, text, audio files, video files, pdf files, photographs, artwork and preexisting graphics. 10. CITY'S ACKNOWLEDGMENT OF COMPUTER SPECIFICATIONS City understands that Consultant will develop website front-end to be compatible with Netscape 6.1 and above and Internet Explorer 5.5 and above. City understands that website backend will be compatible with Internet Explorer 5.5 and above. City understands that website may not be compatible with previous versions. City understands that website will be optimized for 800 x 600 pixels resolution or above. City understands that website will be developed with Hypertext Markup Language ("HTML"), JavaScript, and Microsoft Active Server Pages 3.0 ("MS -ASP") interfaced with a database created in Microsoft SQL Server 2000 ("MS -SQL"). City understands that website is developed to run on a Microsoft Windows 2000 Server using Service Pack 3 ("MS -2000"). City shall be responsible for actual costs of any necessary software licensing. 11. LIMITED WARRANTY Consultant does warrant that all of the deliverables included in this Agreement will be conveyed to City. All programming code developed by Consultant within the project is warranted for a period of twelve (12) months from the date of the completion of the website ("Final Launch"). Consultant will create a back-up of the website on the date of Final Launch. If any warranted problem arises while City or its designee is maintaining the website, Consultant will restore the website back to its condition as it existed at the Final Launch. If Consultant is maintaining and hosting the website, Consultant shall restore the website back to its condition as it existed at the day of the most recent backup. Consultant shall only be responsible for any costs associated with correcting any unmodified programming code during this twelve (12) month period following the Final Launch. Except as expressly set forth in the immediately preceding paragraph, CONSULTANT MAKES NO WARRANTY OF ANY KIND, WHETHER EXPRESS OR IMPLIED, OF MERCHANTABILITY OR FITNESS OF THIS SERVICE FOR A PARTICULAR PURPOSE WHATSOEVER. In no event, at any time, shall the aggregate liability of Consultant exceed the 4 amount of fees paid by City to Consultant, and Consultant shall not be responsible for any lost profits or other damages, including direct, indirect, incidental, special, consequential or any other damages, however such damages are caused. 12. WARRANTY LIMITATION Consultant does not warrant any results from the use of any web pages created under this Agreement, including but not limited to the number of page or site visitations, download speed, database performance, or the number of hits or impressions. 13. GUARANTEE Although Consultant may offer an opinion about possible results regarding the subject matter of this Agreement, Consultant cannot guarantee any particular result. City acknowledges that Consultant has made no promises about the outcome and that any opinion offered by Consultant in the future will not constitute a guarantee. 14. CONSULTANT'S RIGHT TO DEVELOPMENT CREDIT Consultant may use any web pages developed for City in any of its own promotional materials only as examples of its work. City agrees that Consultant may have a page within the website that gives credit to Consultant for developing the website, has Consultant's contact information, and a link to Consultant's website. 15. WARRANTY AS TO RIGHTS TO DISPLAY Each Party warrants that it holds all rights necessary to display all the images, data, information or other items being displayed at City's web pages during the effective period of this Agreement. City expressly authorizes Consultant to display and/or modify any City -supplied images, data, information and other items in connection with the services provided herein. 16. ADHERENCE TO LAWS Consultant agrees to perform this Agreement in strict accordance with, but not limited to, all local, state, and federal laws. City agrees to use the website in strict accordance with, but not limited to, all local, state, and federal laws. City hereby agrees that any text, data, graphics, or any other material published by City on its website is free from violation of or infringement upon copyright, trademark, service mark, patent, trade secret, statutory law, common law or proprietary or intellectual property rights of others, and is free from obscenity or libel. 17. SOFTWARE LICENSING 5 All software used in the development of the website and not created by Consultant is licensed to Consultant, its staff, or subcontractors for website development. All data files created by Consultant exclusively for the use and benefit of City shall be licensed to City at no charge, except as provided herein. City shall be responsible for any or all additional licensing fees to any third party including, without limitation, photography, stock images, and software applications. 18. WEBSITE HOSTING Consultant will not be hosting the referenced website. 19. INDEMNITY BY CONSULTANT Consultant will defend, hold harmless and indemnify City, its officers, directors, employees, and agents from and against all liability, loss, cost, damage, or expense, including reasonable attorney's fees, resulting from any claim of injury to person, damages to property, or monetary damages arising out of Consultant's negligence or intentional misconduct or failure to perform obligations under this Agreement. 20. INDEMNITY BY CITY City will defend, hold harmless, and indemnify Consultant, its officers, directors, shareholders, employees, and agents from and against all liability, loss, cost, expense, including reasonable attorney's fees, resulting from any claim of injury to person, damages to property, or monetary damages arising out of City's negligence or intentional misconduct or failure to perform obligations under this Agreement. 21. ESTIMATED TIMES Estimated times are included for convenience. Actual times will vary depending on City interaction and participation. However, the Parties agree to reasonably cooperate with one another in the construction and design of the website in a timely manner. 22. INTENTIONALLY LEFT BLANK 23. NO WAIVER The waiver by either Party of any term or condition of this Agreement, or any breach thereof, shall not be construed to be a general waiver by said Party or as a waiver of any other term or breach. 6 24. NO MODIFICATION EXCEPT BY WRITTEN AGREEMENT Neither the course of conduct between the Parties nor any trade practice shall act to modify the provisions of this Agreement. This Agreement may only be modified by written agreement as expressly provided for herein. 25. AUTHORITY TO BIND With the intent tobe legally bound, each of the undersigned hereby covenants and acknowledges that he, she or it (a) has read each of the terms set forth herein, (b) has the authority to execute this Agreement for such person or entity, and (c) expressly consents and agrees that the person or entity upon whose behalf the undersigned is acting shall be bound by all terms and conditions contained herein. 26. IMPARTIALITY OF INTERPRETATION It is understood and agreed that if any interpretation is to be made of this Agreement, the same shall not be construed for or against any of the Parties. 27. RIGHT OF PARTIES TO SEEK INDEPENDENT LEGAL COUNSEL The Parties have each been advised to seek independent legal counsel in entering into this Agreement and the transactions described herein. In the event a Party chooses not to seek independent legal counsel, that Party does so freely and knowingly and waives any such rights to counsel. Since the Parties or their agents have participated fully in the preparation of this Agreement, the language of this Agreement shall be construed simply, according to its fair meaning, and not strictly for or against any Party. 28. ATTORNEY'S FEES Should a dispute, including but not limited to any litigation or arbitration be commenced (including any proceedings in a bankruptcy court) between the Parties hereto or their representatives concerning any provision of this Agreement, or the rights and duties of any person or entity hereunder, the Party or Parties prevailing shall be entitled to reasonable attorney's fees and court costs incurred by reason of such action. 29. JURISDICTION AND VENUE This Agreement shall be enforceable in Round Rock, Williamson County, Texas, and if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein, exclusive venue for it shall lie in Williamson County, Texas. This Agreement shall be governed by and construed in accordance with the laws and court decisions of the State of Texas. 30. MEDIATION; NO ARBITRATION If a dispute or claim arises under this Agreement, the Parties agree to first try to resolve the dispute or claim by appropriate internal means, including referral to each Party's senior management. If the Parties cannot reach a mutually satisfactory resolution, then and in that event any such dispute or claim may be sought to be resolved with the help of a mutually selected mediator. If the Parties cannot agree on a mediator, City and Consultant shall each select a mediator and the two mediators shall agree upon a third mediator. Any costs and fees, other than attorney's fees, associated with the mediation shall be shared equally by the Parties. City and Consultant hereby expressly agree that no claims or disputes between the Parties arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9 USC Section 1-14) or any applicable state arbitration statute. 31. MULTIPLE COUNTERPARTS This Agreement may be executed in counterparts, each of which shall be an original and all of which together shall constitute one and the same Agreement. This Agreement becomes effective upon the date upon which is duly executed by the last Party to so execute. City agrees to furnish Consultant with an executed copy of this Agreement. 32. FORCE MAJEURE Any delay in the performance by either Party of its obligations hereunder shall be excused when such delay in performance is due to any cause or event of any nature whatsoever beyond the reasonable control of such Party, including, without limitation, any act of God; any fire, flood, or weather condition; any computer virus, worm, denial of service attack; any earthquake; any act of a public enemy, war, insurrection, riot, explosion or strike; provided, that written notice thereof must be given by such Party to the other Party within ten (10) days after occurrence of such cause or event. 33. SELECTION BASED ON REQUEST FOR PROPOSAL AND RESPONSE; SEVERABILITY City selected Consultant as the integrator of choice to supply the goods or services as outlined in Attachment "A" (Scope of Work), Attachment "B" (City's Solicitation 05-20 Request 8 for Proposal Web Site Design), and Attachment "C" (Vision Internet's Proposal as Response to Solicitation), all of which are attached hereto and made a part hereof for all purposes. The intent of these documents is to formulate and/or support an Agreement listing the responsibilities of both parties as outlined herein and in the Solicitation and as offered by Consultant in its Response to the Solicitation. The Agreement includes the following: A. Scope of Work; B. City's Solicitation 05-20 Request for Proposal Web Site Design; C. Vision Internet's Proposal as Response to Solicitation. Any inconsistencies or conflicts in the contract documents shall be resolved by giving preference in the following order: (1) This Agreement; (2) Attachment "A" (Scope of Work); (3) Attachment "B" (City's Solicitation 05-20 Request for Proposal Web Site Design) If any portion of this Agreement is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect. 34. SECTION HEADINGS The titles and headings of the sections and paragraphs of this Agreement have been inserted for convenience of reference only and are not intended to summarize or otherwise describe the subject matter of such and shall not be given any consideration in the construction of this agreement. 35. INVOICES All invoices shall include to City from Consultant shall, at a minimum, contain the following information: A. Name and address of Consultant; B. Purchase Order Number, if any; C. Description and quantity of items or services received; and D. Delivery dates. 9 36. PROMPT PAYMENT ACT PROVISIONS In accordance with Chapter 2251, V.T.C.A., Texas Government Code, payment to Consultant will be made within thirty (30) days of the day on which City receives the performance, supplies, materials, equipment, and/or deliverables, or within thirty (30) days of the day on which the performance of services was complete, or within thirty (30) days of the day on which City receives a correct invoice for the performance and/or deliverables or services, whichever is later. Consultant may charge a late fee of one percent (1%) for payments not made in accordance with this Prompt Payment Policy; however, this Policy does not apply to payments made by City in the event: A. There is a bona fide dispute between City and Consultant concerning the supplies, materials, or equipment delivered or the services performed which causes the payment to be late; or B. The terms of a federal contract, grant, regulation, or statute prevent City from making a timely payment with federal funds; or C. There is a bona fide dispute between any of the parties and subcontractors or between a subcontractor and its suppliers concerning supplies, materials, or equipment delivered or the services performed which causes the payment to be late; or D. Invoices are not mailed to City in strict accordance with instructions, if any, on the purchase order or the Agreement or other such contractual agreement. 37. CITY'S DESIGNATED REPRESENTATIVE City hereby designates the following representative authorized to act in its behalf with regard to this Agreement: Will Hampton 221 East Main Street Round Rock, Texas 78664 (512) 218-5409 38. DEMAND FOR ASSURANCE Whenever either Party to this Agreement, in good faith, has reason to question the other Party's intent to perform hereunder, then demand may be made to the other Party for written assurance of the intent to perform. In the event that no written assurance is given within the reasonable time specified when demand is made, then and in that event, the demanding Party may treat such failure as an anticipatory repudiation of this Agreement. 10 39. NOTICES All notices and other communications in connection with this Agreement shall be in writing and shall be considered given as follows: A. When delivered personally to recipient's address as stated herein; or B. Three (3) days after being deposited in the United States mail, with postage prepaid to recipient's address as stated in this Agreement. Notice to Vendor: Vision Internet Providers, Inc. 2530 Wilshire Blvd, 2"d Floor Santa Monica, CA 90403 Attn: Steven Chapin Notice to City: David Kautz Assistant City Manager and Chief Financial Officer 221 East Main Street Round Rock, TX 78664 AND TO: Stephan L. Sheets City Attorney 309 East Main Street Round Rock, TX 78664 Nothing contained herein shall be construed to restrict the transmission of routine communications between representatives of City and Consultant. 40. NON -APPROPRIATION This Agreement is a commitment of City's current revenues only. It is understood and agreed that City shall have the right to terminate this Agreement at the end of any City fiscal year if the governing body of City does not appropriate funds sufficient to purchase the services as determined by City's budget for the fiscal year in question. City may effect such termination by giving Consultant a written notice of termination at the end of its then -current fiscal year. 41. INDEPENDENT CONTRACTOR STATUS Consultant is an independent contractor, not City's employee. Consultant's employees or 11 subcontractors are not City's employees. This Agreement does not create a partnership relationship. Neither party has authority to enter into contracts as agent for the other party. Consultant and City agree to the following rights consistent with an independent contractor relationship: A. Consultant has the right to perform services for others during the term hereof. B. Consultant has the sole right to control and direct the means, manner and method by which services required by this Agreement will be performed. C. Consultant has the right to hire assistants as subcontractors, or to use employees to provide the services required by this Agreement. D. Consultant or Consultant's employees or subcontractors shall perform the services required by this Agreement. City shall not hire, supervise, or pay any assistants to help Consultant. E. Neither Consultant nor Consultant's employees or subcontractors shall receive any training from City in the skills necessary to perform the services required by this Agreement. F. City shall not require Consultant or Consultant's employees or subcontractors to devote full time to performing the services required by this Agreement. G. Neither. Consultant nor Consultant's employees or subcontractors are eligible to participate in any employee pension, health, vacation pay, sick pay, or other fringe benefit plan of City. 42. ASSIGNMENT AND DELEGATION Neither Party may assign any rights or delegate any duties under this Agreement without the other Party's prior written approval, which approval shall not be unreasonably withheld. 43. TERMINATION A. This Agreement may be terminated by either Party as follows: a. At any time, without penalty and with or without cause, with not less than thirty (30) days' written notice to the other Party. b. Due to a material breach or default of the other Party in the performance of its responsibilities and obligations under this Agreement, provided such material breach is not cured within thirty (30) days from the date of written notice of such breach or 12 default, unless immediate termination is permitted under paragraphs c. or d. immediately below. c. In the event the other Party shall become insolvent, make a general assignment for the benefit of creditors, suffer or permit the appointment of a receiver for its business or assets, become subject to any proceeding under any bankruptcy or insolvency law whether domestic or foreign, or become liquidated, voluntarily or otherwise. B. Upon termination of this Agreement, Consultant shall return all documents, information and data relating to the Project. Consultant may not retain materials or data without City's express written permission. Consultant agrees not to disclose such data to any third party unless otherwise directed by City or as required by law. C. Save and except for those sums due and payable, or which may later be determined to be due and payable pursuant to applicable provisions governing termination, should this Agreement be terminated by either party: 1. If terminated by City, Consultant shall discontinue all services in connection with the performance of this Agreement and shall proceed to cancel all existing orders and agreements insofar as such orders or agreements are chargeable to this Agreement. Within thirty (30) days after receipt of notice of termination, Consultant shall submit an invoice showing in detail the satisfactorily perfouned services under this Agreement to the date of termination. City shall pay Consultant that portion of the prescribed undisputed charges. Termination of this Agreement shall not relieve Consultant of any obligations or liabilities occurring prior to termination. 2. If terminated by Consultant, Consultant shall discontinue all services in connection with this Agreement and shall terminate all existing orders and agreements insofar as such orders and agreements are chargeable to this Agreement. Within thirty (30) days of date of termination, Consultant shall submit an invoice showing in detail the satisfactorily performed services under this Agreement to the date of termination. City shall pay Consultant that portion of the prescribed undisputed charges. Termination of this Agreement shall not relieve Consultant of any obligations or liabilities occurring prior to termination. D. The parties acknowledge and agree that Consultant shall not be entitled to compensation for services it would have performed under the remaining term of 13 this Agreement except as provided above. 44. LOCAL, STATE AND FEDERAL TAXES Consultant shall pay all income taxes, and FICA (Social Security and Medicare taxes) incurred while performing services under this Agreement. City will not do the following: A. Withhold FICA from Consultant's payments or make FICA payments on Consultant's behalf; B. Make state and/or federal unemployment compensation contributions on Consultant's behalf; or C. Withhold state or federal income tax from Consultant's payments. 14 IN WITNESS THEREOF, City and Consultant have executed this Agreement on the dates indicated. CITY OF ROUND ROCK, T By: Pri ame: Title: n11 on yis. r) 4 aC6Lf, Date Signed: 11i -a4-65 ATTEST: Christine R. Martinez, City Secretary APPR 1 V AS TO FO 1 Stephan , . Sheets, City Attorney VISION INTERNET PROVIDERS, INC. By: Printed Name: c i., Title: ?e,>? Date Signed: 4/1,/ 65 15 ATTACHMENT A - SCOPE OF WORK This document describes the website to be provided by Vision Internet Providers, Inc. (Contractor) for the City of Round Rock (City). The project will include: ❑ Attractive Design: A website design that reflects the City, draws people in, and makes it immediately obvious that the website is the best place to get information and access resources. ❑ Intuitive Navigation: The information should be easy to find with the most important information accessible from the homepage to make it easier for website visitors. ❑ Content Management Solution: A content management tool will facilitate management of content to non-technical staff throughout the City. ❑ Integrated Interactive Components: Interactive components will be implemented to make the website more engaging and useful for website visitors, by allowing them to quickly zero in on the information most important to them. Each of these recommendations is discussed in more detail in the sections that follow. Attractive Design The new website will be inviting, easy to use, and will reflect City's unique identity. This will be accomplished through the following design characteristics: ❑ Creative design that incorporates custom design elements and the most important information easily accessible from the homepage. ❑ Photos and Collages of the City and its local landmarks. ❑ Consistent branding through a professional design theme, using existing and established City of Round Rock branding. ❑ Use of Cascading Style Sheets to ensure future consistency and separation of content and design. ❑ Section 508 Compliant making it accessible by persons with disabilities. ❑ Easy to use drop down menus helping users to quickly understand navigation and locate information. ❑ Breadcrumbs to show the user's current path to let them know exactly where they are on the website. Intuitive Navigation For your website, we recommend organizing information by department, by topic, and/or by target users. This is the approach the Contractor used on many other government websites, making it easy for visitors to find information. This is largely because content is available through multiple "paths" making it simple for users to find information regardless of the way they prefer to navigate the website. EXHIBIT A City's Initials Contractor's Initials 4' It is also easy for City's staff to update and maintain web pages because of Contractor's single -source web -publishing model. The City cart update the web page one-time, and it is published to multiple locations throughout the site. This prevents having inconsistent content while maintaining maximum usability for website visitors. Content Management Solution Content management tools allow non-technical staff to add, edit, and delete content and to control who has access to managing different areas of the website. This means that City staff can update virtually any page in the website (even update or add Meta Tags), without knowing how to program. This is done through simple, easy to use administration screens. This project will include the implementation of Contractor's Microsoft ASP and SQL Server based content management tool ("Vision Content Management Tool"). The content management tool includes several functions that make it easy for non-technical staff. The most important include: ❑ Browser -Based Administration allows for easy management of content by anyone versed at surfing the Internet and using basic word processing programs. There is no need for your staff to know programming when updating content. This allows authorized staff members to update, delete, and create new pages based on a predefined template, and insert them within the website's navigation. ❑ Secure Administration offering password protection to content management functions. Our sophisticated tool allows you to grant management rights to specific users or groups of users. Administration rights can be granted to the entire site or restricted to specific areas or types of content (i.e. by department). ❑ WYSIWYG Text Editor based upon standard document creation tools make it easy for your non-technical staff to edit and format text. With the WYSIWYG (What You See Is What You Get) editor, they can change font styles, colors, sizes, and formatting such as bold, italics, and underlining. 2 City's Initials �- Contractor's Initials /" ! • InsertR m. Fizlvs • Atadl 7ocvments • insert Links • Spell Check Figure 1 WYSIWYG text editor. ❑ Form Authoring tool enables City to create basic form -to -email forms where the results are automatically emailed to a specific staff member. ❑ Spell Check to help make sure content is free of spelling errors. ❑ Styles give web pages a consistent look because styles can be applied to such elements as text, headers, and lists. ❑ Design Templates to enable staff to apply different colors and styles to pages by selecting the design template to apply to the page. ❑ Single -Source Web Publishing permits administrators to update a single web page yet changes will be reflected on multiple pages throughout the site. ❑ Navigation Control allows adding new pages or move pages anywhere within the website. ❑ Page Linking enables creating links to any page in the website or to other websites. • Search and Replace tool so City can replace a word or phrase within the page. ❑ Email Address Masking to prevent spammers from getting the email addresses of City employees when crawling your site. ❑ Document Central so City can store a single version of each document in a central place and link to them from virtually any page in the website. ❑ Image Library so City can store a single version of each image in a central place and subsequently add images to virtually any page in the website. ❑ Content Scheduling saves time and money because all standard pages and specific predefined component content can be set up to publish ahead of time and be automatically removed or archived when it will no longer be relevant. ❑ Printable Pages enables website visitors to print out virtually any page on the website for reading off line. 3 City's Initials Contractor's Initials ❑ Content Approval Cycle allowing City staff to create content that goes through multiple levels of review and approval before going "live." Included Interactive Components Also included are content management tools for managing special types of content and to provide a higher level of interactivity to website visitors. The following Interactive Components are included in the scope of the project: ❑ Approval Cycle ❑ Calendar ❑ Design Themes ❑ Document Central ❑ Dynamic Homepage ❑ e -Notification ❑ Forward to a Friend ❑ Frequently Asked Questions ❑ Image Library ❑ Job Postings ❑ Link Library ❑ Most Popular Pages ❑ News and Newsletters ❑ Printable Pages ❑ Site Search ❑ Sitemap Generator ❑ Staff Directory ❑ Survey Tool Each of these Interactive Components is described in detail below. APPROVAL CYCLE For websites where content authorship and updates are distributedthroughout an organization's departments, it is helpful to implement the Approval Cycle tools where content updates and changes do not go "live" on the website until they have been approved by one or more persons. This allows the City to segment the management of content by groups of users (such as departments), in addition to types of content as determined by the interactive components. It is extremely flexible, allowing the City to define as many workflows required with as many steps in the approval as the City deems necessary. Contractor recommends one workflow per department with up to three steps in each. CALENDAR The Calendar can improve attendance at events and meetings by making it easier for users to find the types of events most important to them. The Calendar can be implemented in a user-friendly monthly, or yearly, format. To further assist users, the Calendar has filtering tools that allow users to find information by month, category, or even departments. This makes it quite easy to locate specific information. To make Calendar management simple for staff, all events are stored in a central database. Additionally, it provides the same formatting tools available for authoring pages, thus allowing users to add images, create links to other content in the website, and attach documents (such as flyers, agendas, staff reports or any other type of document) from the Document Central. Staff can easily add, delete, or modify events through a simple browser interface. What a wonderful time savings! 4 City's Initials Contractor's Initials To further help save time, the Contractor's Recurring Event Tool allows the City to create recurring events where the same event (such as monthly commission meetings), can be setup in one easy step. It allows weekly, monthly, and yearly recurring events. Once the individual events are defined, the City can edit them independently. This enables each event to have its own unique description, agenda, and so on. DESIGN THEMES The Design Themes tool allows the City to give subsections of the website their own unique look and feel. This provides overall navigational and page layout consistency website visitors. The navigational and page layout consistency will make navigating the site easier for users; the structure will remain the same throughout the website. At the same time, however, by being able to apply different graphic designs and color schemes to different sections, the City can incorporate distinct branding elements into a single website. To make it easy for staff, they simply select the design theme to be applied to the page, from a list of available options that Vision Internet defines for the content management tool. Included in the project is up to five design templates. DOCUMENT CENTRAL One of the main reasons people visit a local government website is to get information and download important documents and forms. With the Document Central, website visitors can easily find the information they need, and the City may slash printing or distribution costs for all types of documents. Based on Contractor's extensive experience in content management, Contractor recommends a centralized location for all documents. This allows website visitors to browse for documents from a single, categorized location as well as to access the information from individual pages within the website. Furthermore, it allows easier administrator management of the documents, thus preventing confusing links and ensuring there are not multiple versions of the same document throughout the site. The City can also replace a file in the Document Central and eliminate the need for updating links to documents from within pages throughout the website. The Contractor recommends all documents be stored in Adobe Acrobat PDF format to enable everyone to view, regardless of platform. However, the City may upload most types of files including Microsoft Word, Excel, graphics files, and audio or video clips. DYNAMIC HOMEPAGE Contractor will work with the City to determine the best layout for your Dynamic Homepage. Contractor will then implement a predefined template that may incorporate links, introductory or teaser text, and even photo thumbnails. Additionally, the Contractor can implement the Dynamic Homepage to list upcoming events from the Calendar, documents from the Document Central, and news from the News component. While a single Dynamic Homepage is usually required, additional pages can be implemented for departments or specific audiences. This has proven popular for other cities to create an overall identity, while enabling individual departments to more 5 City's Initials Contractor's Initials effectively promote their own services. Other included interactive components (such as Calendar, FAQ, News, Link Library, etc.) can be filtered by department and displayed within that specific department's page. This way, within a predefined Department Page (i.e. either department homepage or sub -pages), a website visitor only sees content specific to that department. Pricing is based on the number of additional homepage templates required. Included in the project, is a main homepage plus a template for department homepages. E -NOTIFICATION The Contractor's e -Notification tool provides a sign-up box allowing users to add their email addresses to receive important notices, and set their preferences for the e - notifications they would like to receive. Each registration is verified via a confirmation email that the user must respond to in order to complete the registration process. This same mechanism allows each user to change preferences including opting out from subscription lists. To better manage the e -notification process, City staff can see how many subscribers there are for each category, plus edit subscriber information and export the subscriber database for use in other systems. The e -Notification tool also integrates with the News and Newsletters components, providing the ability to broadcast news and newsletter content from the City's website to your subscribers. There is no need to recreate the content. This integrated approach enables users to sign up for different types and categories of content on a single subscription page in order to have it delivered directly into their email box. FORWARD TO A FRIEND With the Forward to a Friend component, the City can flag individual pages as available for forwarding to a coworker, friend or colleague. Additionally, the interactive components will automatically have a button for forwarding to a friend. The simple form asks for both the sender's and recipient's email addresses, and, if they care to, allows comments to send any along with the page link. The recipient will receive a short email from their colleague directing them to a specific page on the website. FREQUENTLY ASKED QUESTIONS The Contractor's Frequently Asked Questions component provides a simple and easy way for users to find the information they need. Website visitors are able to browse the list of questions (and answers) by categories defined by the City. Because multiple categories may be assigned to each question, visitors will be able to find answers, based upon the category that best matches what they are looking for. Unlike creating a FAQ page manually (which can be tedious and time consuming), the Contractor's simple tool makes it easy. City staff input all questions and answers through a simple, centralized interface where they enter the question, the answer, and assign one or more categories to the FAQ. 6 City's Initials Contractor's Initials IMAGE LIBRARY The Image Library is a centralized place where all images used in the website are stored. This saves space as there is a single version of each image used on the website. This also provides greater control, as the City can restrict the ability to add new images to specific staff members within the organization. When deleting images from the Image Library, they are archived to prevent accidental broken links within the website. JOB POSTINGS To post jobs, City HR staff simply fills out a form that can have any number of fields you define (such as position, department, salary, and benefits). Postings can be scheduled as to when they go live on the website and when they expire, thus reducing administrative time and costs. To make it easy for users, postings can include interactive tools for filtering available positions by category, type of position, posting date, and salary. The City's staff is able to define the categories or classification of Job Postings. Additionally, the City is able to attach PDF forms or link to a simple job application to allow people to fill out their job applications online. LINK LIBRARY Site visitors appreciate having links to important information and resources. The Link Library allows users to browse links they are interested in, based upon categories predefined by the City. Since there may be several categories that apply to an individual link, multiple categories can be assigned to each link without double entry. The City can give the link a name, add a description, and, if the City chooses, a thumbnail photo. MOST POPULAR PAGES TOOL With the Most Popular Pages Tool, users can filter lists of pages by the department or topic the City has assigned to the pages. Because the tool also tracks how many times each page is viewed, the list automatically shows the most popular pages in descending order. The interactive list may be displayed within a box on the homepage, on sub -pages, and as its own fully interactive page. NEWS AND NEWSLETTERS By posting news to the site, the City will improve communication with your target audiences. Contractor's experience is that news can take many forms, including press releases, newsletters, feature stories, and "what's new" content. With the News and Newsletters component, each of these types of news can be implemented into a single section of the website, or have their own. To ensure usability for website visitors, while providing simplicity for City staff, news content is automatically moved to an archive section at a predefined interval such as 90 days after publishing. Website visitors can browse the archive by filtering news articles based upon defined categories and date ranges of interest. The City's project can include up to two types of news, each with their own sections on the website. 7 City's Initials Contractor's Initials 5LJ PRINTABLE PAGES In government websites, there are often long pages of content that people prefer to print out for reading (or keep for future reference). With the Printable Pages component, the City can flag individual pages as "printable" plus all interactive components will automatically have a button for printable pages. With this functionality, users would see a print button on the page that, when pushed, would display the page in a window that is properly formatted for printing. SITE SEARCH Site users can find the specific content they need through the powerful search engine dtSearch. The tool will search both HTML pages and documents like Adobe PDF files and Microsoft Word documents. It will return results in order of relevance based upon frequency of search words in the page content or metadata. In an optional, advanced mode implementation, dtSearch supports full Boolean key word searches. This is third party software that needs to be installed on the web server. The licensing cost is included within the budget and is paid for by Contractor.. SITEMAP GENERATOR Some people prefer to navigate from a central sitemap where they are able to quickly see a snapshot of the overall website structure. Additionally, most blind people will use the sitemap as the principal source of navigation because it is much faster for their screen reader software to move through the City site. The Sitemap Generator makes it easy for website visitors, and staff alike, by automatically generating a sitemap based upon the current site hierarchy. When a change is made to a page location on the website, it is automatically updated on the sitemap. This ensures up-to-the-minute accuracy, and is much easier than staff having to maintain a static sitemap. STAFF DIRECTORY It is often difficult for website visitors to find the correct person or department to contact in a government agency. The useful Staff Directory component makes it easy to locate the correct contact. It can list all staff persons, departments, even related agencies and partners, along with their contact information and description of their role, or area, of specialization. City website visitors will love the convenience, simplicity, and accessibility; they can easily filter the list of staff, based upon name, department or other criteria determined to be important for City website visitors. Additionally, City staff will be happy that they can make their email addresses available to other people without exposing themselves to spammers. Our tool "masks" email address so the crawling software used by spammers cannot automatically pickup email addresses from the City website. SURVEY Tool. With the online Survey Tool, the City will have the ability to easily create online surveys and track the results in real-time. In contrast to the traditional paper survey approach, online surveys are more convenient for people because it eliminates the time and City's Initials Contractor's Initials "(/ expense of mailing back survey responses. Administrators can customize questions as well as create multiple choices. Furthermore, the City can display the results in several formats, including graphical representations. This allows City staff to aggregate the responses and view them in report format. The Contractor's Survey Tool supports fill in the blank, multiple choice, multiple select, and ranking type questions. It also has an export function so City staff can analyze the results using Excel, or any other program capable of importing CSV files. This is a third party tool and Contractor is only able to offer customization of the graphic design. The Approval Cycle functionality is not available for surveys. The licensing cost is included within the budget and is paid for by Contractor. The Vision Process Throughout Contractor's nine years of web strategy experience, Contractor has constantly developed and refined its implementation process. This process consists of six stages. In each, there are formal review and approval points to give the City full control of the project and ensure the final website meets the expectations of the City. This process is explained in the sections below. Stage 1: Vision Stage In the Vision Stage, Contractor will work with the City to create the vision for the City's website now and for the future. The Vision Stage places heavy emphasis on the objectives of the website and how it supports the overall organizational goals. To create the vision, Contractor will: ❑ Prepare and tabulate surveys of key decision makers. The survey will focus on goals and objectives, what is good and bad about City's current site, examples of sites the City likes, and many other topics. ❑ If desired, Contractor can also perform an online survey that collects input from City website visitors. There would be a link on the City's existing website that directs visitors to a quantitative survey that collects information on website visitors' needs and desires. ❑ Review City's existing website and the websites of other cities. ❑ Study examples of other websites the City likes. ❑ Hold a brainstorming session with City's web team. ❑ Collect all content and materials for the new website. The heart of this stage of the project is the brainstorming sessions where Contractor will discuss current City website, the results of surveys, the needs of users and staff, and possible approaches for the future. This serves to gain insights and create general support for the project. Contractor will also discuss operational considerations for once the website launches. This operational discussion will be a two-way dialog where the City provides Contractor information about the operational needs of the City, and Contractor shares with the City experience and knowledge based upon the best practices Contractor has discovered over the years. 9 City's Initials Contractor's Initials Stage 2: Concept Stage In the Concept Stage, Contractor will create the blueprint for realizing the vision. To do this, Contractor will develop the site infrastructure that includes: ❑ Creation of a navigation strategy that supports easy access to information. ❑ Categorization of pages according to the navigation strategy. ❑ Creation of a conceptual sitemap. The navigation or information architecture will take into account the City's current needs plus allow for future expansion and growth. ❑ Recommendation of interactive components to support easy navigation through special types of content, such as events and news. ❑ Drafting of a homepage. layout wire frame that shows the placement of key information and dynamic content. The Concept Stage will end with the City's approval of the sitemap and homepage layout wire frame. Stage 3: Design Stage In this stage, Contractor's creative team will continue with the creative graphic design for the City homepage, based on the approved homepage layout wire frame. Contractor's creative ability and expertise will allows them to develop compelling graphic design to make the City website look great, while maintaining its usability. Contractor will work very closely with City staff to establish a look and feel for the website that reflects the City's unique identity. Website/Graphic Design will include: ❑ Up to three (3) homepage design concepts to establish direction. ❑ Design of custom icons, buttons, screen elements, and backgrounds, if desired. ❑ Efficient and streamlined navigation and site architecture. ❑ Optimization for speed. ❑ Consistent graphics, structure, and navigation design. Towards the end of this stage, Contractor will present final homepage design concepts for City approval. City will select one for implementation in the new website. Stage 4: Development Stage This stage includes the interior page design and programming the website according to the approved specifications and creative design. Programming will include the implementation of the content management tool and development of the interactive components. Contractor's creative team will give direction for the sub -level page design. Though Contractor does not create content as part of its services, Contractor does include (in the scope of the City's project) the migration of up to 200 pages into the new website. 10 City's Initials Contractor's Initials S' Stage 5: Quality Assurance, Documentation, and Training Stage In the Quality Assurance Stage, Contractor does extensive testing and reviewing of the website code. Contractor will thoroughly follow an exhaustive checklist of all pages and functions created during the development stage. The City will have a staff representative participate in this process to verify the site fulfills the expectations for the project. Within this stage, Contractor will also provide training for the City's content authors from each of the departments, in addition to an overall system administrator. For content authors, Contractor will train them on how to create and update content using the content management tool, and for the administrator, Contractor will instruct on managing security, system configuration, and other advanced topics. A custom training manual and reference is provided for updating the website. The manual incorporates screenshots from the City website, making it easy for staff to understand and use. Stage 6: Launch Stage In the Launch Stage, the website is moved to the production server. Contractor and City again go through the final quality assurance process ensuring the site transfers correctly. After the City approves that the website is ready to launch, the website will be made available to the public. Contractor will continue to monitor the website over the next three months to make sure that the entire site is functioning properly. Stage 7: Live Use and Acceptance Stage In the Live Use and Acceptance Stage, the website is fully operational on the production server for forty five (45) days to flush out any potential problems. At the end of this period contractor is eligible for the final payment of this contract. 11 City's Initials Contractor's Initials u` CITY OF ROUND ROCK Request For Proposal WEB SITE DESIGN PART I GENERAL CLAUSES AND CONDITIONS Request for Proposal Number 05-20 Dated March 29, 2005 EXHIBIT s 1.0 General Information and Overview The City of Round Rock (City) will receive proposals from qualified firms to provide the design and construction of a web site for the City of Round Rock. The City appreciates the Proposer's expertise and capabilities and does not intend to write a detailed specification to address every feature and component of the design and construction of a web site for the City. However, the intent of this Request for Proposal (RFP) is to allow vendors to provide the City with the best solution given the requirements set forth by the City. This approach enables the City to take advantage of the most technologically advanced system available while allowing fair evaluation of all responses and remaining within standard purchasing procedures established by the City. 2.0 City Contact The contact for this procurement effort will be as listed below. Questions or clarifications related to this RFP may be directed to: City of Round Rock Randy Barker Purchasing Department 221 E. Main Street Round Rock, TX 78664 Phone : 512-218-3295 Fax : 512-218-7028 E-mail : rbarker(a�round-rock.tx.us 3.0 Project Scope Successful Proposer shall provide the products, services and expertise necessary to complete a web site that meets the City's needs as outlined in this RFP. The City requires a fully integrated web site complete with all necessary items to render the System fully functional and operational. The City seeks a flexible system that will allow the operator to manipulate and create visual displays easily and in any format the City desires. 4.0 RFP Part of Contract The content of this RFP / Specification shall become a part of the written contract between the City and the Awarded Proposer. Therefore, all responses including all statements, claims, declarations, and specifications in the proposals shall be considered firm and irrevocable, and all prices considered maximum, for purposes of future Contract stipulations unless specifically waived in writing by the City. Exceptions to any of the requirements in the RFP shall be specifically noted on a separate attached sheet and explained by the vendor in its proposal as a condition to becoming part of the subsequent contract. The contract between the parties (the contract) shall consist of the written contract, the RFP together with any modifications thereto, Page 1 of 10 Request for Proposal Number 05-20 Dated March 29, 2005 and the response to this RFP, together with any modifications and clarifications thereto that are submitted at the request of the City during the evaluation and negotiation process. In the event of any conflict or contradiction between or among these documents, the documents shall control in the following order of precedence: the final executed contract, the RFP, any modifications and clarifications to the response to this RFP, and the Awarded Proposer's response to this RFP. Specific exceptions to this general rule may be noted in the final executed contract. The contract shall be amended only in writing and by mutual agreement. 5.0 Proposal Due Date Sealed proposals are due in the office of the Purchasing Department, City of Round Rock, Texas, 221 E. Main Street, Round Rock, Texas 78664 by 3:00 P.M. April 12, 2005. Proposals received after this time and date will not be considered. Facsimile or electronically transmitted proposals are not acceptable. Each proposal and each proposal variation shall be submitted in one (1) original and one (1) copy. 6.0 Indemnification The successful Proposer shall indemnify, save harmless and exempt the City, its officers, agents, servants, and employees from and against any and all suits, actions, legal proceedings, claims, demands, damages, costs, expenses, attorney fees and any and all other costs or fees incident to any work done as result of this quote and arising out of a willful or negligent act or omission of the successful Proposer, its officers, agents, servants, and employees; provided, however, that the successful Proposer shall not be liable for any suits, actions, legal proceedings, claims, demands, damages, costs, expenses and attorneys' fees arising out of a willful or negligent act or omission of the City, its officers, agents, servants and employees, or third parties. 7.0 Vendor Qualifications The acceptance of a submittal shall not be construed as the City's endorsement of such vendor as qualified and responsible. The City reserves the right to determine vendor responsibility from information submitted with the bid. All vendors shall furnish the following information at a minimum: 7.1. References: Provide the name, address, telephone number and point of contact of at least three firms that have utilized the same product and services for at least 2 years. References may be checked prior to award. Any negative responses received may result in disqualification from consideration for award. Failure to include references with submittal shall result in disqualification from consideration for award. 7.2. Identify any subcontractors to be used for this project. Experience, qualifications and references of the subcontractors shall be submitted. The City reserves the right to approve or disapprove all subcontractors prior to any work being performed. 8.0 Confidentiality of Proposal Content 8.1. All proposals submitted in response to this RFP shall be held confidential until a contract is awarded. Following the contract award, proposals are subject to release as public information unless the proposal or specific parts of the proposal can be shown to be exempt from the Texas Public Information Act. Proposers are advised to consult with their legal counsel regarding disclosure issues and take the appropriate precautions to safeguard trade secrets or any other proprietary information. The City assumes no obligation or responsibility for asserting legal arguments on behalf of potential Proposers. 8.2. If a Proposer believes that a proposal or parts of a proposal are confidential, then the Proposer shall so specify. The Proposer shall stamp in bold red letters the term "CONFIDENTIAL" on that part of the proposal, which the Proposer Page 2 of 10 Request for Proposal Number 05-20 Dated March 29, 2005 believes to be confidential. Vague and general claims as to confidentiality shall not be accepted. All proposals and parts of proposals that are not marked as confidential will be automatically considered public information after the contract is awarded. 9.0 Clarification of Proposals The City reserves the right to request clarification or additional information specific to any proposal after all proposals have been received. 10.0 Insurance Requirements The successful Proposer shall procure and maintain at its sole cost and expense for the duration of the contract or purchase order resulting from a response to this Request for Proposals/Specification insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance. Of the work as a result of this RFP by the successful Proposer, its agents, representatives, volunteers, employees or subcontractors. Certificates of Insurance and endorsements shall be furnished to the City and approved by the City before work commences. The following standard insurance policies shall be required: General Liability Policy Automobile Liability Policy Worker's Compensation Policy Professional Liability Policy The following general requirements are applicable to all policies: Only insurance companies licensed and admitted to do business in the State of Texas shall be accepted. Deductibles shall be listed on the Certificate of Insurance and are acceptable only on a per occurrence basis for property damage only. A deductible is acceptable for Professional Liability and the deductible limits shall not exceed Ten Thousand Dollars ($10,000.00). Claims made policies shall not be accepted, except for Professional Liability Insurance. Upon request, certified copies of all insurance policies shall be furnished to the City Policies shall include, but not limited to, the following minimum limits: Minimum Bodily Injury Limits of $300,000.00 per occurrence. Property Damage Insurance with minimum limits of $50,000.00 for each occurrence. Automobile Liability Insurance for all owned, non -owned, and hired vehicles with minimum limits for Bodily Injury of $100,000.00 each person, and $300,000.00 for each occurrence, and Property Damage Minimum limits of $50,000.00 for each occurrence. Statutory Worker's Compensation Insurance and minimum $100,000.00 Employers Liability Insurance Professional Liability Insurance with minimum of $500,000.00 per occurrence and $500,000.00 aggregate. Coverage shall be maintained for two (2) years minimum after the termination of the Contract. The successful Proposer understands and agrees that with respect to the required insurance, all insurance contracts and Certificate(s) of Insurance shall contain and state, in writing, on the certificate or its attachment, the following provisions: Provide for an additional insurance endorsement clause declaring the contractor's insurance as primary. Page 3 of 10 Request for Proposal Number 05-20 Dated March 29, 2005 Name the City of Round Rock and its officers, employees, and elected officials as additional insured, (as the interest of each insured may appear) as to all applicable coverage. Provide thirty (30) days notice to the City for cancellation, non -renewal, or material change. Remove all language on the Certificate of Insurance indicating that the insurance company or agent/broker will "endeavor to notify the City but failure to do so shall impose no obligation or liability of any kind upon the company, its agents, or representatives", or similar language. Provide for notice to the City at the two (2) addresses shown below by registered mail. Successful Proposer shall agree to waive subrogation against the City of Round Rock, its officers, employees, and elected officials for injuries, including death, property damage, or any other loss to the extent same may be covered by the proceeds of insurance. Provide that all provisions of any Agreement resulting from this RFP concerning liability, duty, and standard of care together with the indemnification provision, shall be underwritten by contractual liability coverage sufficient to include such obligations within applicable policies. All copies of the Certificate of Insurance shall reference the project name, RFP number or purchase order number for which the insurance is being supplied. The successful Proposer shall notify the City in the event of any change in coverage and shall give such notices not less than thirty (30) days prior to the change, which notice shall be accompanied by a replacement CERTIFICATE OF INSURANCE. All notices shall be given to the City at the following two (2) addresses: Assistant City Manager City of Round Rock 221 East Main Street Round Rock, Texas 78664 City Attorney City of Round Rock 309 East Main Street Round Rock, Texas 78664 Approval, disapproval, or failure to act by the City regarding any insurance supplied by the successful Proposer shall not relieve successful Proposer of full responsibility or liability for damages and accidents as set forth in these documents. Neither shall the bankruptcy, insolvency, or denial of liability by the insurance company relieve successful Proposer from liability. If the successful Proposer employs, contracts with or otherwise permits any other individual or entity to perform any of the obligations of the successful Proposer, then any and all of these individual or entities shall be bound by the same insurance requirement as the successful Proposer. 11.0 Workers Compensation Insurance Texas Labor Code, Section 406.098 requires workers' compensation insurance coverage for all persons providing services on building or construction projects for a governmental entity. Certificate of coverage ("certificate") - A copy of a certificate of insurance, a certificate of authority to self -insure issued by the Texas Workers' Compensation Commission, or a coverage agreement (TWCC-81, TWCC-82, TWCC-83, or TWCC-84), showing statutory workers' compensation insurance coverage for the person's or entity's employees providing services on a project, for the duration of the project. Duration of the project -includes the time from the beginning of the work on the project until the CONTRACTOR's person's work on the project has been completed and accepted by the OWNER. Persons providing services on the project ("subcontractor") in Section 406.096 -includes all persons or entities performing all or part of the services the CONTRACTOR has undertaken to Page 4of10 Request for Proposal Number 05-20 Dated March 29, 2005 perform on the project, regardless of whether that person contracted directly with the CONTRACTOR and regardless of whether that person has employees. This includes, without limitation, independent contractors, subcontractors, leasing companies, motor carriers, owner operators, employees of any such entity, or employees of any entity which furnishes persons to provide services on the project. "Services" include, without limitation, providing, hauling, or delivering equipment or materials, or providing labor, transportation, or other service related to a project. "Services" does not include activities unrelated to the project, such as food/beverage vendors, office supply deliveries, and delivery of portable toilets. The CONTRACTOR shall provide coverage, based on proper reporting of classification codes and payroll amounts and filing of any coverage agreements, that meets the statutory requirements of Texas Labor Code, Section 401.011(44) for all employees of the CONTRACTOR providing services on the project, for the duration of the project. The CONTRACTOR must provide a certificate of coverage to the OWNER prior to being awarded the contract. If the coverage period shown on the CONTRACTOR's current certificate of coverage ends during the duration of the project, the CONTRACTOR must, prior to the end of the coverage period, file a new certificate of coverage with the OWNER showing that coverage has been extended. The CONTRACTOR shall obtain from each person providing services on a project, and provide to the OWNER: A. a certificate of coverage, prior to that person beginning work on the project, so the OWNER will have on file certificates of coverage showing coverage for all persons providing services on the project; and B. no later than seven calendar days after receipt by the CONTRACTOR, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project. The CONTRACTOR shall retain all required certificates of coverage for the duration of the project and for one year thereafter. The CONTRACTOR shall notify the OWNER in writing by certified mail or personal delivery, within 10 calendar days after the CONTRACTOR knew or should have known, or any change that materially affects the provision of coverage of any person providing services on the project. The CONTRACTOR shall post on each project site a notice, in the text, form and manner prescribed by the Texas Workers' Compensation Commission, informing all persons providing services on the project that they are required to be covered, and stating how a person may verify coverage and report lack of coverage. The CONTRACTOR shall contractually require each person with whom it contracts to provide services on a project, to: A. provide coverage, based on proper reporting of classification codes and payroll amounts and filing of any coverage agreements, that meets the statutory requirements of Texas Labor Code, Section 401.011(44) for all its employees providing services on the project, for the duration of the project; Page 5 of 10 Request for Proposal Number 05-20 Dated March 29, 2005 B. provide to the CONTRACTOR, prior to that person beginning work on the project, a certificate of coverage showing that coverage is being provided for all employees of the person providing services on a project, for the duration of the project; C. provide the CONTRACTOR, prior to the end of the coverage period, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project; D. obtain from each other person with whom it contracts, and provide to the CONTRACTOR: (1) a certificate of coverage, prior to the other person beginning work on the project; and (2) a new certificate of coverage showing extension of coverage, prior to the end of the coverage period, if the coverage period shown on the current certificate of coverage ends during the duration of the project. E. retain all required certificates of coverage on file for the duration of the project and for one year thereafter; F. notify the OWNER in writing by certified mail or personal delivery, within 10 calendar days after the person knew or should have known, of any change that materially affects the provision of coverage of any person providing services on the project; and G. contractually require each person with whom it contracts, to perform as required by paragraphs (A) -(G), with the certificates of coverage to be provided to the person for whom they are providing services. By signing this contract, or providing, or causing to be provided a certificate of coverage, the CONTRACTOR is representing to the OWNER that all employees of the CONTRACTOR who will provide services on the project will be covered by workers' compensation coverage for the duration of the project, that the coverage will be based on proper reporting of classification codes and payroll amounts, and that all coverage agreements will be filed with the appropriate insurance carrier or, in the case of a self-insured, with the Commission's Division of Self -Insurance Regulation. Providing false or misleading information may subject the CONTRACTOR to administrative penalties, criminal penalties, civil penalties, or other civil actions. The CONTRACTOR's failure to comply with any of these provisions is a breach of contract by the CONTRACTOR that entitles the OWNER to declare the contract void if the CONTRACTOR does not remedy the breach within ten calendar days after receipt of notice of breach from the OWNER. 12.0 Venue The contract shall be governed by and construed in accordance with the laws of the State of Texas. Venue shall be in the applicable court, Williamson County, Texas. 13.0 Warranty Awarded Proposer shall in writing warrant that the System installed hereunder shall conform to this specification, manufacturer's documentation, and any agreed changes in all respects, including, but not limited to, operating performance, memory requirements, documentation and compatibility. Awarded Proposer shall represent and warrant to the City that, for a period of not less than twelve (12) months following the Acceptance Date for the System installed shall: 13.1 Be in good operating condition, free from defects in material and workmanship. 13.2 Meet or exceed the published functional requirements for the System described in this RFP and response to this RFP Page 6of10 Request for Proposal Number 05-20 Dated March 29, 2005 13.3 Perform in accordance with or exceed all acceptance criteria for such product described in the contract 13.4 Not void specific warranties issued by manufacturers for greater periods of time. 13.5 Not void any rights guaranteed to the City by law. 13.6 All services performed under the contract shall be performed in a good and workmanlike manner. 13.7 Register all manufacturers' warranties (e.g. including but not limited to, software) in City's name. NOTE: The awarded Proposer shall detail the support structure and pricing for the web site commencing from date of acceptance. Support shall include, but not limited to, software updates, maintenance requirements, manufacture or supplier warranties, or any and all items that render the System complete and ready for continued operation as initially installed. 14.0 Conflict of Interest Each Proposer shall disclose any existing or potential conflict of interest relative to the performance of the contractual services resulting from this RFP. Any such relationship that might be perceived or represented as a conflict shall be disclosed. Failure to disclose any such relationship or reveal personal relationships with City employees may be cause for contract termination. The City will decide if an actual or perceived conflict should result in disqualification of the proposal. Any attempt to intentionally or unintentionally conceal or obfuscate a conflict of interest may automatically result in the disqualification of the vendor's proposal. 15.0 Disclosure of Civil or Criminal Litigation Each Proposer shall include in its proposal a complete disclosure of any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty. Significant losses or settlements involving the Proposer's software or its implementation efforts shall also be disclosed. This is a continuing disclosure requirement. 16.0 Right to Reproduce Documentation and Other Information The City shall have the right to reproduce any and all manuals, documentation, software or other information stored on electronic media supplied pursuant to the contract at no additional cost to the City, regardless of whether the same be copyrighted or otherwise restricted as proprietary information; provided, however, that such reproductions shall be subject to the same restrictions on use and disclosure as are set forth in the contract. The Awarded Proposer agrees to execute any non-exclusive copyright assignments or reproduction authorizations that may be necessary for the City to utilize the rights granted in this subparagraph. 17.0 Risk of Loss Risk of loss for the System, new components furnished by the Proposer, shall not pass to the City until acceptance of the System. 18.0 Independent Contractor It is understood and agreed that the Contractor shall not be considered an employee of the City. The Contractor shall not be within protection or coverage of the City's Worker' Compensation insurance, Health Insurance, Liability Insurance or any other insurance that the City from time to time may have in force and effect. Page 7 of 10 1.0 Design 1.1 1.2 1.3 1.4 PART II SPECIFICATIONS Must be customized Incorporate City logo and tagline Most important information easily accessible from homepage Information organized by: 1.4.1 Depaz tcuent 1.4.2 Topic 1.4.3 Target users 1.5 Photos and collages of: 1.5.1 Local people 1.5.2 Landmarks 1.5.3 City buildings 1.6 Multiple levels of menus and sub -menus 1.7 Section 508 compliant 1.8 Offer breadcrumbs 1.9 Offer a site map 1.10 Offer customization options 1.10.1 Separate style sheet for streaming media 1.10.2 Ability to be fluid in the creation of style sheets. 1.11 Interactive tools to include, but not limited to: 1.11.1 Filterable calendars 1.11.2 E -notification 1.11.3 E -newsletters 1.11.4 FAQ 1.11.5 Advanced site search 1.11.6 Job postings 1.11.7 Maps with Computer Aided Design (CAD) and Geographic Information System (GIS) information displayed in real time 1.11.8 User feedback posting 1.11.9 Searchable contact list 1.12 Applications/engines to include, but not limited to: 1.12.1 Online vendor registration 1.12.2 Online applications 1.12.3 Online service request 1.12.4 Online survey and response capture 2.0 Content Management System 2.1 Source code included to allow customization 2.2 Browser -based administration 2.3 Ability to add, edit, delete, modify and move pages without programming Request for Proposal Number 05-20 Dated March 29, 2005 Page 8 of 10 Request for Proposal Number 05-20 Dated March 29, 2005 2.4 Allow rotation of content/content scheduling 2.5 Datable page zones 2.6 Form authoring tool to create: 2.6.1 Form -to -email forms 2.6.2 Form -to -database 2.7 Page design and formatting that will include: 2.7.1 Ability to email page links to other users 2.7.2 Printable pages 2.8 Search and replace tool 2.9 Secure administration and content approval workflow 2.10 Email address masking 2.11 Single -source web publishing 2.11.1 Enable administration to change a single page and effect multiple changes 2.12 Site features that include, but not limited to: 2.12.1 Document central 2.12.2 Image library 2.12.3 Link library 3.0 Data Migration 3.1 Analysis of data of existing City web site. 3.2 Determination of data to be migrated 3.3 Plan and timeline of data migration All data migration of existing City database is to be coordinated and approved by the Project Manager for the City of Round Rock specified below: Arnold Wells Information Technology Office Phone: (512) 218-7075 Cell Phone: (512) 844-8817 Email: awells(a,round-rock.tx.us PART III OPTIONS 1.0 Training options to be included in proposal: 1.1 Single administrator (train the trainer) 1.2 Multi-user training (train the users) 2.0 Vendor shall propose as optional features, but not limited to: 2.1 E -Commerce 2.2 Panoramic Video 2.3 Virtual Tours 2.4 Any additional options/features not expressly listed in the specification Page 9 of 10 Request for Proposal Number 05-20 Dated March 29, 2005 PART IV ACCEPTANCE AND PAYMENT 1.0 Acceptance Acceptance should not take more than five working days. The vendor shall be notified within this time frame if the service delivered is not in full compliance with the specifications. If any purchase order is canceled for non-acceptance, the needed service may be purchased elsewhere and the vendor may be charged full increase, if any, in cost of acquiring service. 2.0 Invoicing Contractor shall submit one original and one copy of each invoice on a monthly basis to the following address: City of Round Rock Accounts Payable 221 East Main Street Round Rock, TX 78664-5299 3.0 Prompt Payment Policy Payments will be made within thirty days after the city receives the supplies, materials, equipment, or the day on which the performance of services was completed or the day on which the City receives a correct invoice for the service, whichever is later. The Contractor may charge a late fee (fee shall not be greater than that which is permitted by Texas law) for payments not made in accordance with this prompt payment policy; however, this policy does not apply to payments made by the City in the event: 3.1. There is a bona fide dispute between the City and Contractor concerning the supplies, materials, services or equipment delivered or the services performed that causes the payment to be late; or 3.2. The terms of a federal contract, grant, regulation, or statute prevent the City from making a timely payment with Federal Funds; or 3.3. There is a bona fide dispute between the Contractor and a subcontractor or between a subcontractor and its suppliers concerning supplies, material, or equipment delivered or the services performed which caused the payment to be late; or 3.4. The invoice is not mailed to the City in strict accordance with instructions, if any, on the purchase order or contract or other such contractual agreement. 4.0 Overcharges Contractor hereby assigns to purchaser any and all claims for overcharges associated with this contract which arise under the antitrust laws of the Untied States, 15 USGA Section 1 et seq., and which arise under the antitrust laws of the State of Texas, Bus. and Com. Code, Section 15.01, et seq. Page l0 of 10 A Proposal for City of Round Rock A Vision for a Custom Website to Deliver Exceptional Results EXHIBIT b 3 c vision Internet Prepared by Tim Schmidt Vision Internet 2530 Wilshire Blvd., 2"d Floor Santa Monica, CA 90403 (888) 263-8847 www.visioninternet.com April 12, 2005 vision Intern e t TABLE OF CONTENTS COVER LETTER 1 EXECUTIVE SUMMARY 3 COMPANY PROFILE 4 COMPANY HISTORY 4 QUALIFICATIONS 4 EXPERIENCE AND REFERENCES 7 RELEVANT PROJECT PROFILES 8 REFERENCES 24 SCOPE OF WORK 26 ATTRACTIVE DESIGN 27 INTUITIVE NAVIGATION 27 CONTENT MANAGEMENT SOLUTION 28 INCLUDED INTERACTIVE COMPONENTS 30 OPTIONAL INTERACTIVE COMPONENTS 36 OTHER OPTIONAL SERVICES 38 THE VISION PROCESS 42 PROJECT SCHEDULE 44 INVESTMENT PROPOSAL 45 PRICING FOR OPTIONAL/ADDITIONAL WORK 45 ADDITIONAL INFORMATION 47 CONCLUSION 48 APPENDIX I: THE VISION TEAM 49 BIOGRAPHIES OF VISION INTERNET TEAM 49 Vision Internet COVER LETTER Randy Barker — Purchasing Supervisor City of Round Rock 221 East Main Street Round Rock, Texas 78664 Re: Website Design RFI Dear Website Redesign Committee: Thank you for the opportunity to provide you with a proposal for the development of your new website. We are thrilled at the prospect of working with you; we believe you are the verge of a dramatic transformation. A transformation where the City will empower its residents and businesses with information and services that will enable everyone to build a stronger connection to community and government. At the same time, you can slash your administrative, distribution, and printing costs that, in our experience, could repay the City's investment within the first year. As a company committed to community and more effective, efficient government, we would be honored to be a part of your process! I am sure you will want to seriously consider Vision Internet as your website partner for the following reasons: ❑ Our extensive government experience includes more than 50 government projects; we truly understand the needs of local government agencies including the Round Rock Independent School District. 1 am, in fact, a former City of Long Beach, California employee. ❑ We are a leading innovator, having received many prestigious awards for our aovernment websites, including honors from PTI (Public Technology Inc.), the U.S. Department of Transportation, the 3CMA (an association of government marketing professionals), and other organizations. ❑ Our content management tool is extremely affordable and specifically designed to meet the needs of local government. This translates into exceptional value as initial investments are within reach and on oina maintenance is effect. to zero. effective! cut ❑ We create and implement solutions s ecificall desi ned to meet our needs. While some companies offer cookie cutter solutions, we believe each community and government agency is unique and that the website should reflect that individuality. This allows your website to reach its maximum potential. ❑ We provide you with all the source code meaning you are not locked into Vision Internet or any other company. ❑ We are a Microsoft Certified Partner and have the technical expertise to ensure your project's success. ❑ You can think of us as a local company because there are no travel costs for onsite meetings; our felationship with the airlines allows us to travel anywhere in the country at no cost. -1- , vision Internet u We offer a full, one-year warranty. Most of our competitors do not offer a warranty of any kind! I am sure that as you review this proposal, you will realize Vision Internet stands above our competitors and is the ideal partner to ensure your project's success. On a personal note, I have enjoyed getting to know you these past few years. I feel I have become part of the community through our work on other local projects, plus our many discussions about your community and how they might be best served via the new website. We sincerely hope we have an opportunity to work with you and to serve your needs. Respectfully submitted, Tim D. Schmidt Steven B. Chapin President, Vision Internet Providers, Inc. Vice President, Vision Internet Providers, Inc. -2- vision Internet EXECUTIVE SUMMARY The City of Round Rock is at the forefront of a dramatic transformation in the way the City serves its residents and businesses. When complete, the City's new website will provide unprecedented accessibility to government information. This means the government will be available twenty-four hours per day, seven days per week, to serve the needs of residents and businesses alike. Website visitors will easily find information without needing to understand your organizational structure. This is because your website will be organized by target user group and/or by topic, use powerful search tools, and have multiple ways to access the most important information. Additionally, it will incorporate interactive tools for navigating content such as events, news, and staff contact information. Your residents, businesses, and visitors will applaud you! To improve operations and cut costs, we will provide you with our easy-to-use content management tool. This will allow non-technical staff members from different departments to maintain their own content, while at the same time maintaining consistency throughout the site. Advanced security tools will ensure staff members only update their own content, and with the Approval Cycle component, an administrator can review all content before it is published live on the website. Design is also important. When users go to your website, they will form an initial positive or negative impression based upon the design. If it is inviting, exciting, and reflects the community, users will be pleasantly surprised that their local government understands the importance of its website serving people like them. The attractive design will give a positive first impression that encourages users to look for the content they need, while easy navigation will keep them coming back. While creation of a useful and exciting online presence is an ambition of many local governments, the City of Round Rock is taking the right step in selecting an outside expert to develop the new website. This will provide the City with a very solid foundation for future growth that most city websites lack. As a result, the City will be much further ahead. Vision Internet is the ideal partner to create the City's new online presence and to implement a content management tool. We have extensive experience creating websites for all levels of government, creating user-friendly navigational structures, and implementing advanced content management tools to make it easy for staff to maintain the website. In fact, we are one of few companies that support multiple content management tools and can implement the best solution for your needs. We are recognized as a top web design and development firm, having received numerous awards for our highly effective government websites. We have also been featured in the national media including television, trade media, and the cover of U.S. News and World Report. As you read this proposal, you will come to realize why local governments across the nation, have chosen Vision Internet as their web development partner. We look forward to the opportunity of serving you and your community! -3- / vision Intern e t COMPANY PROFILE Vision Internet is a full-service vendor offering website consulting, design, development, hosting, and maintenance services. This allows us to provide the City of Round Rock with a complete turnkey solution. We were founded, in 1995, on three core values: Integrity, Commitment, and Trust. More than a slogan, these core values are at the heart of every decision, action, and interaction. We strongly believe these core values are the reason we continue to grow and prosper. The tangible results are: ❑ Long-time employees (never having a layoff) and partners, ❑ Repeat customers, ❑ Award-winning solutions, and ❑ Recognition and awards for our community service activities. Vision Internet is a company that cares as much about community as you do. Company History Vision Internet was a pioneer in the Internet industry when Steven Chapin founded the company in Santa Monica, California in 1995. As an entrepreneur involved with business and non-profit communities, he recognized the need for connectivity, hosting, and website services for small to medium size businesses. In 1996, the company began providing website development services for its non-profit and corporate, clients. The company and its founder were recognized as industry leaders in local, national, and international media that same year. During the creation of the company, Mr. Chapin remained active in the community, supporting government, education, and non-profit organizations. This activity, along with strong travel industry experience, resulted in the company creating its first government related projects for the City of Santa Monica's Convention and Visitors Bureau, and the Danish Government. Since this early beginning, Vision Internet has further developed its government and education experience, receiving over 50 contracts, awards for several of these projects, and becoming a GSA Scheduled Vendor for the federal government. This prestigious designation is reserved only for companies that meet stringent requirements and have been certified to do business with the federal government. During the Internet boom, the company took a more conservative approach toward growth and did not follow the "dot com" hype. The company refused outside funding and focused on building a solid business based on its core values. The approach paid off; today Vision Internet is a national leader in local government and continues to earn the respect and commitment of clients, employees, and the community. In 2001, Mr. Chapin received a mayor commendation for his support of the community. Qualifications Vision Internet focuses on serving the needs of local governments, like the City of Round Rock, enabling them to be more effective, more efficient, and provide better -4- / E � vision Internet services. As a result, we have emerged as a national leader in serving government agencies. What sets Vision Internet apart from the competition is its: ❑ Highly relevant experience o Customized solutions based upon a strategic approach ❑ Broad technical expertise ❑ National scope Highly Relevant Experience As demonstrated in the "Experience and References" section on page 7, we at Vision Internet are the Government Website Experts with extensive experience serving every level of government from federal to local. Our website work includes city and county enterprises, transit, performing arts, workforce development, waste management, and visitors' bureaus. We are currently developing enterprise websites for the Village of Lisle, Illinois, plus the Cities of Englewood, Colorado; and Bellflower, California. These organizations have placed their trust in Vision Internet because we have created some of the best government websites in the country, including award-winning projects for: Big Blue Bus in California; Community Transit in Washington; Wood County Employment Resource Center in Ohio; City of Diamond Bar in California; and City of College Station in Texas. Customized Solutions Based Upon a Strategic Approach Our approach is completely different than the "city in a box" solutions offered by our competitors. Their solutions are, basically, cookie -cutter copies of their previous projects that can never match the results of a website built for your own unique needs. Vision Internet is not simply a web design company; rather we take a strategic approach by first understanding your needs, then developing and implementing Internet strategies that complement and extend your overall goals. While other firms are made up of technicians, our team members are well educated and have extensive business and government work experience in addition to their technical expertise. We are active members in the Association for Strategic Planning and are very knowledgeable in strategic planning, allowing us to have a better understanding of your overall challenges and objectives. We will implement a solution designed to solve your most pressing needs. While our existing tools and components give you the assurance of proven reliability. each is customized to have its own look and feel to give your website visitors easy access to the information most important to them. This translates into an Internet solution that will deliver on its full potential! Broad Technical Expertise Vision Internet is a Microsoft Certified Partner and, within our team, we have extensive experience in all the technologies required to build you a world-class solution. Our core technical skills include: -5- vision Intern e t Web Programming: ASP, ASP.Net, HTML, DHTML, PHP, XML, JavaScript, and ColdFusion. Application Programming: C, C++, C#, Java, Visual Basic, and VB.Net. Database Technology: MS SQL Server, Oracle, MS Access, and MySQL. Graphic Design: Photoshop, Flash, Quark Express, Adobe Illustrator. Content Management: Microsoft Content Management Server, Stellent, and our own Vision Content Management Tool. Platform: Windows Server, IIS, Cisco Router, Firewall, and Windows Security. Other: NetShift Kiosk Software, various e -Commerce platforms, and GIS software. Additionally, our in-house team has overlapping skills and expertise in: ❑ Consulting and Strategic Planning ❑ Project Management ❑ Information Architecture ❑ Database Design and Administration ❑ Creative Direction and Graphic Design ❑ Website Hosting and Maintenance ❑ Webmaster Services a Section 508 Compliance (federal disabilities compliance) ❑ Quality Assurance ❑ Documentation and Training To learn more about our team, see "The Vision Team" on page 48. National Scope Vision Internet is one of few companies with the quality and expertise to compete on a national basis. As a result, we have an extensive customer list that includes clients in the states of California, Colorado, Florida, Georgia, Illinois, Indiana, Michigan, Minnesota, Nevada, New York, Ohio, Oklahoma, Pennsylvania, Virginia, Washington, and West Virginia in addition to several government and education clients in your home state of Texas including the Round Rock Independent School District, Dallas County Community Colleges, City of College Station, the Houston -Galveston Area Council, and the Texas Heritage Trails. With Vision Internet, you can be rest assured knowing you are working with one of the best government -focused web development companies in the country. -b- vision internet EXPERIENCE AND REFERENCES Vision Internet has extensive experience serving all sizes and types of government agencies, educational institutions, businesses, and non -profits. Government expertise includes city, county, state, and federal agencies with a special focus in local government websites. Education expertise includes university, community college and k-12 websites. Our corporate experience includes airlines, hotels, real estate, insurance, and investment banking. A small sampling of our government, education, and corporate clients include: o Alameda County Waste Management Authority, CA ❑ Alliance Bank, CA ❑ Arcadia Unified School Dist, CA a Big Blue Bus, CA ❑ California Junior Chamber of Commerce, CA ❑ CB/Richard Ellis Investors, CA ❑ City of Arcadia, CA o City of Bellflower, CA o City of Birmingham, MI ❑ City of Citrus Heights, CA ❑ City of College Station, TX ❑ City of Diamond Bar, CA ❑ City of Englewood. CO o City of Evansville, IN ❑ City of Longview, WA ❑ City of Lynchburg, VA ❑ City of Monterey Park. CA o City of Santa Clarita, CA o City of Santa Monica, CA ❑ City of Santee. CA ❑ Columbia Basin College, WA o Columbia County, GA ❑ Dallas County Community College District, TX o Garfield County, CO ❑ Greenbrier County CVB, WV ❑ H -GAC, TX ❑ Kearny Real Estate, Div. of Morgan Stanley, CA ❑ Orange County DA's Office, CA o Minnesota Office of Secretary of State, MN ❑ National Purchasing Institute, NV ❑ Northern Indiana Workforce Investment Board, IN ❑ NY State Environmental Facilities Corporation, NY ❑ Pacific Income Advisors, CA ❑ Port of Pittsburgh Comm., PA ❑ Round Rock Independent School District, D( ❑ Swiss Water, a Kraft Foods Co., Canada ❑ Town of Telluride, CO o Texas Heritage Trails, TX ❑ United Airlines, IL ❑ UCLA Law School, CA ❑ U.S. Air National Guard, VA o Village of Lisle. IL ❑ Westfield America, CA ❑ Wood County Employment Resource Center, OH ❑ Workforce Central Florida, FL Scanning through our list of clients it is easy to see that we have the experience to ensure your project's success. -7- vision intern e t Relevant Project Profiles On the following pages are Project Profiles for many of our highly successful projects. While reviewing the profiles, please note that each website is unique just as your website would be. A few projects we would like to specifically point out are: ❑ Round Rock Independent School District: The school district faced pressure to select a local firm to develop the new website; however, they felt they owed it to the taxpayers to select the best firm with the experience to ensure the success of the project. The result is one of the best K12 school district websites in the country. Furthermore, this website has many of the same components required for your project. (Page 9) ❑ City of Longview: During the consulting process, we discovered that economic development was very important to them. While they did not have the budget for a separate website, or special interactive tools to support the objective, we did develop for them a new logo, tag line, and overall marketing message to support the goal. The graphics have since been adopted by the City Council and have been incorporated into their overall marketing and positioning for the city. This serves as a demonstration of our ability to incorporate an economic development focus into a general city website. (Page 20) ❑ City of College Station: This city website represents a stark contrast to the City of Longview's. The City of College Station, the home of Texas A&M University, serves a primarily tech -savvy audience that prefers a "Yahoo -style" website with lots of information on the homepage and throughout. The City of Longview serves a blue-collar, and elderly, population that would be overwhelmed by the approach used for College Station. This demonstrates Vision Internet's ability to create different types of websites that are designed specifically for the audiences they serve. (Page 10) o Accessible Activities: Before this non-profit agency closed down, its website provided persons with disabilities an unprecedented resource for information. Focusing on helping them find activities that were accessible to disabled persons, the website more than met federal guidelines. It was very usable by both disabled and non -disabled audiences and used a special content management tool that we created for the organization's blind webmaster. This project demonstrates our expertise in accessibility. (Page 12) After the project profiles, reference contact information is listed on page 24. -8- , t vision Internet Round Rock Independent School District, TX URL: Scope of Work: "The successful and timely launch of our Website has garnered rave reviews from within our organization and the community atlarge. " —DavidCoronado Web Communication Coordnator www.roundrockisd.orq The Round Rock Independent School District is setting a new standard for k-12 district websites. While each of the nearly 50 schools in the Austin district has its own website, the district site provides parents and the community with a central resource of district policies, processes, curriculum, and student services. The interactive Calendar, News, Newsletters, Staff Directory, and e - Notification make it easier for website visitors to find the information most important to them. Also integrated into the site is a district intranet where faculty and staff are able to view and download pertinent information. To make administration simple, Vision Internet's content management tool allows public content to be added one time and have it posted on both the website and the intranet. it takeU!. Salt r.r.Se leralw1t * 114EA HS Diabirt Choi' Auctions -9- vision Internet City of College Station, TX URL: www.cstx.gov Scope of Work: "Your extensive government experience and creativity is a//owing us to enter into unchartedterritoryin serving our community " Stacey Arno& E -Government Coordinator When compared to cities of similar size, the City of College Station's award-winning website is one of the most advanced and interactive websites in the country. It features traditional types of components such as the interactive Calendar, News, Newsletters, Online Payments, dozens of online Forms, and e -Notification. It also incorporates new innovations such as our "I Want To" tool where a categorized list of the most popular pages are listed on the homepage, and each department's homepage lists the most popular pages for the specific department. The advanced Sitemap tool lists pages of the website by the traditional structure in the website in addition to listing them by topic, by department, and alphabetically. The website also integrates Vision Internet's advanced e - Procurement system and several third -party applications for human resources, GIS, e -Payment, and others. - 10 - vision Internet Dallas County URL: Scope of Work: "The positive feedback from our students and prospective students far exceeded expectations " —Georgann Moss Director of/nternet Publishing Community Colleges, TX www.dcccd.edu The Dallas County Community Colleges, one of the largest and most prestigious community college districts in the country, has partnered with Vision Internet to create a new model for community college websites. To determine the best way to organize information and to find names for content that everyone can understand, Vision Internet led an extensive research project that included surveys, stakeholder meetings, focus groups, and usability studies. The process has resulted in eye-opening discoveries on how to best serve the target audiences. Ultimately, common assumptions are being shattered and anew model is being created. The website uses Microsoft Content Management Server for which Vision Internet developed several custom interactive tools in ASP.Net including Calendar, Staff Directory, News, Programs Spotlight, Photo Album, Emergency Notification, Sitemap, Site Index, Members Only, and a Library Database Search Tool. It also incorporates the advanced MondoSearch site search tool. All of this adds up to one of the best interactive community college websites on the Internet, and has already been attracting attention within the education community. ADallas County Y Community Colleges Get Mowers l Contact Us 1 ward, na,no IT AL BEGINS HERE_ SPOTLIGHTED PROGRAMS Medical Assistance Program The DCCCD Medical Assistance Program is an accredited 10 month program to certify students as Trained Medical. Do Business With DCCCD Find out more BCCCO NEWS e*s rl. DCCCD Launches Newly Web Site The New DCCCD Website is intuitive. Full Story e Programs Garner Media Attention New initiatives instituted last year. Full Story » UPCOMING EVENTS May 31st 7:00PM - Annual Budget Survey June 14th 9:00 AM - Open House Week 8:00 PM - Trade Achievement June 18th 6:00 PM - DCCCD Monthly More DCCCD News 0 Co to DCCCD Calendar o vision Internet Accessible Activities, WA URL: Scope of Work: `/ couldn't be more happy and excited about the project! You guys are doing a marvelous job. / am very excited about the opportunity that you will make possib/e... thank you/" --Hy Cohen Founder and Webmaster No longer active Accessible Activities was a non-profit organization dedicated to serving persons with disabilities. When their website launched, it was one of the most advanced websites on the Internet serving those with disabilities - specifically those without sight. It included an interactive message board, search tools, resource finder, and many other functions all of which complied with Section 508 accessibility guidelines. In fact, it allowed disabled persons to search for businesses, things to do, and places -to -go that accommodate persons with various disabilities. Even more incredible, it had a specially designed content management tool that enabled the organization's blind webmaster to manage the site's content! Accessible Activities II 4 Take The "Ms" Out of "Disability!" Whether you want to go hiking, biking. enjoy a night out on the town, or have fun with your friends and family —find activities which are adapted or adaptable to your special needs. Se able to meet others who have walked in your shoes by visiting our User Forum where you can share your experiences, and gel advice from others. srle..aeya"r Moto er mve newsegiro': 00y Featured Ankle Special Recognition Award Lorem ipsum dolor sit amet, conseetetuer adipiscing eld. Proin maths metus et enim. Class aptent taciti sociosqu ad litore lorquent per conubia nostra, per inceptos hymenaees. Sed poria, dui at tempus cursus, nib!) est omare teltus, vestib- ulum aliquam Rede dolor vel enim. In hac habitasse plates dictums!. Maecenas nec sem id nulla auctor rhoncus. Morbi eu ipsum. Ouisque justo mauris. gee Mere Offen 1 td 1 eee Frnsio 1Peareasse 111da I Ramie ® 2003 Accessible ActbRles.pnuace eotley Arms of Use, Acaolbanv Statement Site design and hosting by Vision Internet. - 12 - vision internet Alameda County URL: Scope of Work: `Vision Internet is a responsive firm that listens, and clearly demonstrates a high /eve/ of technical and design proficiency. Bruce Goddard Public -Affairs Director Waste Management Authority, CA www.stopwaste.org The Alameda County Waste Management Authority is one of the leading waste management agencies in the country. Mandated by voters to reduce the flow to landfills by 75% by 2010, the website is pivotal to their overall strategy in reaching this goal. To this end, Vision Internet has developed several new tools to assist the community and the world, including a Recycling Wizard to assist people in finding out how, and where, to recycle virtually anything. We also developed a custom shopping cart component that intelligently calculates pricing for products based upon where the customer lives, their past purchases, and other regulatory parameters. The navigation allows users to easily find information based upon type of user, topic, or program. Additionally, the content management tool gives individual departments the freedom to manage their own content and promote their services while automatically providing consistency throughout the site. This website sets a new standard for waste management agencies throughout the nation. BUSINESS 4,N:. U::jP0 rpgeaerwe. merw !-i® Mire Go I Mcyea? �w.�.M...m... 11111 Wally Wally 1 rode Ws*? eo,v 4 Usccurrr 01N "��onoea F RECYCLING GUIDE ...t OCePYriOM 2404. Alameda County Waste Management Pulhov. Alameda County Source Reduction and Recycling Board. - 13 - vision Internet City of Arcadia, CA URL: Scope of Work: "!Psion Internet stood above the rest because of their easy to use content management too/s and commitment to creating a unique website that reflects the City of Arcadia. —Linda Garcia Communications, Marketing, andSpecia/ Projects Manager www.ci.arcadia.ca.us The citizens of the City of Arcadia love the new city website. It features standard functions such as an interactive Calendar, Meeting Agenda and Minutes, News, Frequently Asked Questions, Document Central, Jobs, Dynamic Department Homepages, and Online Survey plus more unique functions such as an Emergency Alert Function. The Emergency Alert Function replaces the dominant graphic in the center of the website with emergency information. The alert completely dominates the homepage and directs people to resources and important updates in the event of a major event such as an earthquake or terrorist activity. What is probably generating the most attention is its unique and attractive design that includes rotating photos and, to keep the site fresh, its four different designs that are scheduled to change each season throughout the year. The website uses Vision Internet's advanced content management tool with role based security, advanced Approval Cycle, and easy to use content authoring tools. ARCAnrA Up(a iny, Fvrntr - 14 - vision Intern e t Big Blue Bus, CA URL: www.bigbluebus.com http://beta. netvip. com:90/bbbkiosk Scope of Work: The Big Blue Bus is one of the leading transit agencies in the country, and when launched, their website was considered the leading transit website. Even though this website is over four years old, it still looks contemporary and far surpasses most transit websites. The site was the recipient of the prestigious Public Technology Inc. (P11) award plus it received national recognition from the U.S. DOT Federal Transit Administration for its ease of use and interactive tools, both which help people find information quickly. When launched, the site included many firsts such as an interactive route finder, maps and its integration with touch screen kiosks located throughout the city where visitors quickly locate bus routes, schedules, and points of interest. Staff members love the content management tools that allow them to update content once and have it automatically published to both the website and the kiosks. %t is the services of lesion Internet that contributes to mak/ng the Big Blue Bus the number one bus line in America. / highly recommeno'you not ono, to government entities, but also to any company wanting a successful web presence." —John Catoe Director System Map arum 1 o014rntr,1111u 1 aerceMILaJPINu 1 WNW - 15 - vision Internet City of Birmingham, MI URL: www.ci.birmingham.mi.us Scope of Work: For the small city in central Michigan, resources were limited compared to larger cities generally served by Vision Internet. Their needs, however, were similar to larger cities in that information needed to be well organized so website visitors could find it. The city also needed content management tools so they could cut ongoing costs for website maintenance and empower non- technical staff to update content. Vision Internet was chosen as their website partner because of its expertise in local government websites, its affordable content management tools, its ability to provide the kind of unique website the city was looking for, and to provide it all at a budget the city could afford. The end result is a website that stands far above others for cities of its size. It has been well received by the community and has led to a major transformation in the way residents are served by their government. The website features an advanced interactive Calendar, Document Central, Site Search, and the e -Notification tool to send registered users updates on what is happening in the community. It also has rotating homepage images to keep the site interesting and unique. 7 have never been involved in an IT project that went as smooth as developing our new website with vision Internet" Judy Rumps ITDirector tiprurn, L Traffic i Satets Baud Meoa2g 10:26 2004 f'lwwung Board Meeting 1/27/2004 Historical Board Meeting 10.282004 z See aA Even A'Wal kahlc Community` - 16 - vision Internet City of Citrus Heights, CA URL: www.ci.citrus-heights.ca.us Scope of Work: The City of Citrus Heights was very clear in their vision for a new website. While they relied upon the expertise of Vision Internet in designing the site navigation and overall information architecture, they knew they wanted their interactive tools to be different. Vision Internet's strategic approach, and customized solutions, exactly met their needs; the city received the highly customized solution they were looking for. The result is one of our most advanced and customized websites. Featuring more than a dozen advanced components, it includes several highly unique tools such as Crime Statistics, Community Officer Directory, Facilities Directory, and Services Spotlight. Traditional tools include the Calendar, News, Job Postings, Frequently Asked Questions, Photo Gallery, e -Notification, Staff Directory, and many others. To make the website easy for users to find the information they are looking for, it features navigation based upon the type of user, by topic, and by department. It incorporates dozens of online forms so users can apply for services from the comfort of their home. Because different users tend to view the same information, the Most Requested Information function lists the most sought after pages of the website, on the homepage. (.11.t()1( ,11111111M11111,,;• - 17 - vision Internet Garfield County, CO Reference: Scope of Work: "Your /lexib/e approach resulted in a solution that exact/y net our needs" %high/y recommend you to anyone who needs to get the most out oftheir website investment' —80/an Sho/ten Director of/nformation Technology www.garfield-county.com The purpose of Garfield County's new website was to provide citizens with an easy way to find information, and to provide staff with a simple way to update content. Additionally, the county wanted the website to reflect the local feel of the county apart from the high-profile ski resorts located nearby. Vision Internet was selected over several local firms because of its commitment and proven experience in creating the type of unique website that the county was looking for. The website fulfilled the vision by using Vision Internet's simple and easy to use content management tool and special interactive components. The content management tool allows the county's non-technical staff to maintain the website's content without programming or use of complicated design tools. They can add new pages, plus delete or modify any page in the website. Advanced tools such as the interactive Calendar, Meeting Agenda and Minutes, Link Library, and Site Search allow staff to update special types of content from within the same content management tool. To keep the site fresh and to reflect the local experience, it includes rotating photos of the county that feature the four seasons. Garfield County, Colorado CeslyMigliimM �a..nk... tea wgrg.a aa.aratAaaosw aaaaraebariwamrsiM • WELCOM,,,aRF1ELD COUNTY rkep.ryvuwas.aa workforce is dedicated to managing & rces to produce high quality services for the benefit of our fellow residents & westem Colorado. ApppcaI4rrsRequesledfaEnetpyAe4sory9aatd an0elmess 2004 weadealenders ere Available BWllar� rhe IAbantt2rYbC1Com441 Cou 0 services t court Governance I County DenartmwM1s tNem Iflick MMilge 00 , C 2004 GerMi C6unly, Cokreea. M rig1ffi menisci. 1088th Sleet( Gknwoo0 Springs. Cek111d6 e,1601, 970-945-1177 - 18 - vision Internet Greenbrier County Convention and Visitors Bureau, WV URL: Scope of Work: "Yourprocess reminds me of our annual strategic planning process. /t was really great!" Cooper Director www.greenbrierwv.com The Greenbrier County Convention and Visitors Bureau website is among the top CVB websites in the country. Its exciting graphics, targeted messages, and custom interactive tools effectively "sell" the county to prospective visitors, meeting planners, and tour operators. Its graphics are inviting, show off key landmarks, and focus on giving people reasons to visit. In addition to the advanced content management tools, the site incorporates several interactive components including a monthly and annual Calendar, News, Weather, e -Postcards, an e - Notification tool, and an advanced Itinerary Builder that allows website visitors to plan their Greenbrier vacation online. It also features revolving photos and "Did You Know..." facts on the homepage. rar(ntxnhri,r count,.lirr:; ir:pm wio/zad.- Vuao. u+i..hw:waye+..0 Maas! The iwsO.iv &.a Roma .nd scnn.,y surreunilingTh. enenbri.r .re p.N..n' Wi r.ptrt.r.A howlyuah b .xpler.. - 19 - vision Internet City of Longview, URL: Scope of Work: 7 high/y recommend Vision /nternet to other government agencies and look forward to working with you again in the future.' —./udy✓ones /TDirector WA www.ci.longview.wa.us The City of Longview needed a partner to work with to implement their new site. While they had internal technical resources to migrate content and implement a Linux -based content management tool, they needed an outside expert to assist them with the information architecture, navigation, design, and development of a long and short-term website strategy. Additionally, because Vision Internet was able to fully understand the high-level needs of the city, we developed creative marketing concepts including a new logo and tagline. The city was so pleased with our design of the logo and tagline that they utilized them for the city's overall marketing and promotional materials, new street signs, and its cable access channel. Vision Internet was the perfect addition to the city's team. Our flexibility allowed the city to use only the services they needed, enabling them to keep the budget low while having access to extensive expertise in creating effective government websites. - 20 - vision Internet City of Monterey URL: Scope of Work: Park, CA www.ci. monterey-pa rk.ca. us The City of Monterey Park's new website is a celebration of diversity. Incorporating several photos showing the many faces of the community, it has versions in Spanish, Mandarin Chinese and English. Using Vision Internet's content management tool, with several customized interactive components, staff save time and users have a much easier way to find the information they are looking for. The content management tool includes the standard role based security, plus the optional Approval Cycle where all content goes through multiple levels of approval prior to publication on the website. Advanced components include our Calendar, News, Job Postings, Online Survey, and Frequently Asked Questions. Dec 13,20030n 9aaNy°solmber13N at 1:00 P.M. Commuip$onke Meer OraRSTrejo ,RM YraweyPark PaYu0apabnentroil Weak about WWI Metal aro BnrOpelmeyr Memorial UDlary, 318$r1RRemona Avenue, Monterey Park to an Moods Room. Maio WI discuss howisediy: Click hen to see MMJ story. Naw Parts Open Fry0R9il.ygn-nu=iy gP}jyntlsrEhnn tginarkel Ripe testimony draws misee reaction )Iltr.me[ 101 (la! Ses in Garitanins and 0anCarin 0101e B'Uaoemev,r - 21 - vision Internet City of Santa Clarita, CA URL: Scope of Work: "Your uncle/standing of government c/lents coup/ed with your master of technology put you far ahead of the other vendors " —Rob McRee Webmaster www.santa-clarita.com Vision Internet served as a partner for implementation of the City of Santa Clarita's website by providing consulting, design, and development services, while the city managed all content migration and implementation on their servers. The Vision Team complimented the existing team by providing expertise the city lacked. This unique approach allowed the city to keep their budget low by utilizing their existing, internal resources. The interactive components we provided include an integrated search engine (allowing for easier access to information), and a Business Directory providing quick reference points for residents and visitors seeking services. This lead to an increase in revenue for those businesses. Vision Internet also implemented a user-friendly structure enabling easy content management by the city, which can be self-administered. SANTA CLARITA CITY HALL CITY SERVICES COMMUNITY LEISURE - 22 - Home !About Telluride !Tour Goremmalt I Visititg I Doing Blohm !Town Service. vision Internet Town of Telluride, CO URL: www.telluride-co.gov Scope of Work: The Town of Telluride, in Colorado, is a world-famous ski haven in the heart of the Rocky Mountains. This small community of 2,500 full-time residents sees a 600% population increase during the ski season as winter -residents flock to vacation homes. Because the town has so many part-time residents that need to interact with the town's government, Telluride wanted a website to serve as an anytime, anywhere access to local government information and resources. They also wanted a more effective tool for promoting the Town to other prospective part-time residents and tourists. The final solution included a very unique design that combines modern design elements, colors, and black and white historical photos, thus reflecting the progressive community's historical past. The Vision Content Management Tool, interactive Calendar, Staff Directory, and several forms, along with interfaces to third -party weather and snow report information, provide website visitors with easy access to the information they need. This also helps simplify staff administration. Additionally, the interface with Babel Fish provides international visitors with simple translation to any content in the entire site. Ln}tIDE_ 1 0 Parks and Recreation ® Calendar ® Parking Information 43 Community links Henley kw Rink Pavillon Promming rhe Naw Infirm, lee Rblk 8 Town Pak Pavillon T, longlr4 dream Wan Indoorrink wl,dW11 2* Wgc121 opening in ins wlWer W10maaaas.Msra Wry 2000eaetWPRiwg.ner Season the ba rink<leeee on Sunday March 1001 A special thanks to all members oft, regional community Mal made the 02101102 possible and Iomed1rieaebra0ng MI5 Impomant,w amen*. Telluride Webeama Weather '.. Forecast "NMI ..... ........ iArtranlre20 Pete. _. ,. .... I click a ma2tt Snnw Pyt Report IiA©3 IIQ1311111112 �artn GoVk Wm. _ ( Google Search 1.1zgy,1 A an 00111010101 ......... __... m Irm,r3p 4u.Ine - 23 - vision Internet References The following references have been using Vision Internet services and content management tools for at least two years. The content management tools they are using, however, are older versions and do not have the same functionality we can further provide for you now. More recent references of clients using current versions of our content management tool are provided in the section following these initial three. BIG BLUE Bus, CALIFORNIA Contact name: Address: Phone number: E-mail: URL: Kiosk URL (Demo Version: CITY OF COLLEGE STATION, TEXAS Contact name: Address: Phone number: E-mail: URL: CITY OF SANTA CLARITA, CALIFORNIA Contact name: Address: Phone number: E-mail URL: Clients using More Recent V Tool CITY OF BIRMINGHAM, MICHIGAN Contact name: Address: Phone number: E-mail: URL: Dan Dawson, Marketing Analyst 612 Colorado Ave. Santa Monica, CA 90401 310-458-1975 dan-dawson santa-monica.org www.bigbluebus.com http://b eta. n etv i p. co m:90/b b b k i os k/ Cheryl Turney, Purchasing Manager 1101 Texas Ave College Station, TX 77842 979-764-3557 cturney@cstx.gov www.cstx.gov Rob McRee, Webmaster 23920 Valencia Blvd., Suite 290 Santa Clarita, CA 91355 661-255-4336 rmcree@santa-clarita.com www.santa-clarita.com ersions of the Vision Content Management Judy Rumps, IT Director 151 Martin Street Birmingham, MI 48009 248-644-1800 jrumps@ci.birmingham.mi.us www.ci.birmingham.mi.us - 24 - vision Internet CITY OF EVANSVILLE, INDIANA Contact name: Address: Phone number: E-mail: URL: Tim VanCleave, Project Manager 1 NW Martin Luther King Blvd. Evansville, IN 47708 979-764-3633 tvancleave@vanderburghgov.org www.evansvillegov.org NATIONAL PURCHASING INSTITUTE, NEVADA Contact name: Kay Foster, Website Chairperson Member agency: Dallas Fort Worth International Airport Address: P O Box 619428 D/FW Airport, TX 75261-9428 972-574-1105 kfoster@dfwairport.com www.nationalpurchasinginstitute.com SCHOOL DISTRICT, TEXAS David Coronado, Webmaster 16255 Great Oaks Drive, Ste. 200 Round Rock, TX 78681 512-464-5005 david coronado@roundrockisd.oro www.roundrockisd.org Phone number: E-mail: URL: ROUND ROCK INDEPENDENT Contact name: Address: Phone number: E-mail: URL: - 25 - vision Internet SCOPE OF WORK Vision Internet offers the best use of the City of Round Rock's precious funds. With Vision Internet, you are assured to receive a website that delivers on its potential. We will build it from the ground up with your needs and objectives in mind. As members of the Association for Strategic Planning, we take a holistic and strategic approach to website development. Taking the time to fully understand your organization, and the needs of your community, we approach your project by answering these three important questions: ❑ What is the purpose of the website? ❑ Who is it designed to serve? o How will we know when we are successful? Based on our initial understanding of your RFP, the focus of your current website, and our extensive knowledge of local government needs, we believe the primary reasons for redesigning the website are: ❑ Provide the community with more timely and useful information. ❑ Make it easier for website visitors to find the information they need. ❑ Distribute content management and authorship to non-technical staff members throughout the city/county. The primary audiences of the website include: ❑ Local residents a Local businesses ❑ Visitors Other audiences could include: o Your staff o People seeking employment o Media ❑ Other Local Governments To fulfill these objectives and reach your target audiences, we would provide you with: ❑ Attractive Design: A website design that reflects the City of Round Rock, draws people in, and makes it immediately obvious that the website is the best place to get information and access resources. ❑ Intuitive Navigation: The information should be easy to find with the most important information accessible from the homepage to make it easier for website visitors. o Content Management Solution: The City of Round Rock will also implement a content management tool to facilitate management of content to non-technical staff throughout the City. ❑ Integrated Interactive Components: Interactive components should be implemented to make the website more engaging and useful for website - 26 - vision Internet visitors, by allowing them to quickly zero in on the information most important to them. Each of these recommendations is discussed in more detail in the sections that follow. Attractive Design Design is important. People form an initial impression of how effective your website is by the graphic design and overall layout. If the website is not attractive and inviting, many people assume the website is too difficult to use or does not have the information they need. They will simply not use the website beyond the absolute necessities, if at all. To make your website stand out among cities on both a regional and national basis, and draw regular users of the site, the City of Round Rock's website should be inviting, easy to use, and reflect your unique identity. This can be accomplished through the following design characteristics: ❑ Creative design that incorporates custom design elements and the most important information easily accessible from the homepage. ❑ Photos and Collages of the City and its local landmarks. ❑ Consistent branding through a professional design theme. ❑ Use of Cascading Style Sheets to ensure future consistency and separation of content and design. ❑ Section 508 Compliant making it accessible by persons with disabilities. ❑ Easy to use drop down menus helping users to quickly understand navigation and locate information. ❑ Breadcrumbs to show the user's current path to let them know exactly where they are on the website. Vision Internet is recognized for its ability to create great designs that fulfill each of the above objectives. We have been featured in the national media and have won awards for creating effective web solutions. We intend to create an award-winning quality website for you. Intuitive Navigation For your website, we recommend organizing information by department. by topic. and/or by target users. Keep in mind that the average resident does not know the organizational structure of the City, nor needs to. Our approach allows users to find the information in a variety of ways that are most important to them. This is an approach we use on many of our government websites, making it easy for visitors to find information. This is largely because content is available through multiple "paths" making it simple for users to find information regardless of the way they prefer to navigate the website. It is also easy for your staff to update and maintain web pages because of our single - source web -publishing model. You can update the web page one-time, and it is published to multiple locations throughout the site. This prevents having inconsistent content while maintaining maximum usability for website visitors. - 27 - vision Internet Content Management Solution Content management tools allow non-technical staff to add, edit, and delete content, and control who has access to managing different areas of the website. This means that your staff can update announcements, press releases, news, documents, and other pages (even update or add Meta Tags) without knowing how to program. This is done through simple, easy to use administration screens. Because staff from each of the departments can update and maintain their website directly through browser - based forms, you can effectively cut your maintenance costs and redirect existing technical resources toward more important areas. Vision Internet is unique in its ability to implement different content management solutions. They include our own Microsoft ASP and SQL -based Vision Content Management Tool, Microsoft's Content Management Server (MCMS), and Stellent. While many clients choose our solution because it is very affordable and simple to use, they appreciate knowing that Vision Internet is able to recommend and implement the best solution for their particular needs. Most of our competitors do not offer this flexibility. For your project, we recommend our proven Microsoft ASP and SQL based content management tool. It is affordable, easy-to-use for non technical staff, and provides you with the functionality you will need. Furthermore, you will not be locked into Vision Internet or any other company because it is based upon standard technologies, and we provide you with all the source code for your own use. Administration Tools Vision Internet's content management tool provides you with a dynamic website where you are able to modify content on any page in the website through simple, easy to use admin screens. Additionally, you can add new pages and insert them into the navigation of the website. This allows you to continually grow your website over time, without ongoing maintenance fees. Our content management tool includes a number of functions that make it extremely easy for your non-technical staff to manage website content. The most important include: ❑ Browser -Based Administration allows for easy management of content by anyone versed at surfing the Internet and using basic word processing programs. There is no need for your staff to know programming when updating content. This allows authorized staff members to update, delete, and create new pages based on a predefined template, and insert them within the website's navigation. ❑ Secure Administration offering password protection to content management functions. Our sophisticated tool allows you to grant management rights to specific users or groups of users. Administration rights can be granted to the entire site or restricted to specific areas or types of content (i.e. by department). ❑ WYSIWYG Text Editor based upon standard document creation tools make it easy for your non-technical staff to edit and format text. With the WYSIWYG - 28 - vision Internet (What You See Is What You Get) editor, they can change font styles, colors, sizes, and formatting such as bold, italics, and underlining. • sz' Style Fort Name tj .Font size • • Style Selection • Font Selection • Font Size • Font Color • Background Color • Bold • italics • Strike -through • Superscript and Subscript • Paragraph Alignment • Indentation • Numbered Lists • Bulleted Lists • Copy • Paste • Create Tables • Insert Images • Insert Form Fields • Attach Documents • Insert links • Spell Check • More Edtor . !Create Form Figure 1 WYSIWYG text editor. Zoom o Form Authoring tool enables you to create basic form -to -email forms where the results are automatically emailed to a specific staff member. o Spell Check to help make sure your content is free of spelling errors. o Styles give your web pages a consistent look because styles can be applied to such elements as text, headers, and lists. o Design Templates to enable your staff to apply different colors and styles to pages by selecting the design template to apply to the page. ❑ Single -Source Web Publishing permits administrators to update a single web page yet changes will be reflected on multiple pages throughout the site. o Navigation Control allows you to add new pages or move pages anywhere within the website. ❑ Page Linking enables you to easily create links to any page in the website or to other websites. o Search and Replace tool so you can replace a word or phrase within the page. o Email Address Masking to prevent spammers from getting the email addresses of your employees when crawling your site. o Document Central so you can store a single version of each document in a central place and Zink to them from virtually any page in the website. ❑ Image Library so you can store a single version of each image in a central place and subsequently add them to virtually any page in the website. ❑ Content Scheduling saves time and money because all standard pages and specific predefined component content can be set up to publish ahead of time and be automatically removed or archived when it will no longer be relevant. - 29 - vision Internet ❑ Printable Pages enables your website visitors to print out virtually any page on the website for reading off line. ❑ Content Approval Cycle allowing staff persons to create content that goes through multiple levels of review and approval before going "live." Optional functions available under additional budget include: ❑ Multilingual Support allowing you to publish web pages in any language including multi -byte Asian and Arabic languages. Our tool can be configured to accept your translated content. Configuration and translation services are not included; however, they are available for an additional fee. We believe that our content management tool fulfills each of your system requirements. Additionally, because our tool has the ability to create forms, it will easily enable you to create feedback forms and many other types for gaining feedback and information from your website visitors. Included within the scope of this project is the providing of an HTML template that can be used for giving third -party applications the same look and feel as the main website. This template can be used for your streaming media and for your interactive GIS maps. The actual streaming media and GIS applications are not included within the scope of the project. Included Interactive Components In addition to the creative design, effective navigation, and easy to use Vision Content Management Tool, we will provide the City of Round Rock with interactive components for managing special types of content that offers a higher level of interactivity to your website visitors. Website users can easily find the information they need and staff will be able to maintain the site with timely information. Based on your RFP and thorough analysis of your current website, we believe these components will most fit your needs: ❑ Approval Cycle ❑ Calendar ❑ Design Themes ❑ Document Central ❑ Dynamic Homepage _ ❑ e -Notification - ❑ Forward to a Friend ❑ Frequently Asked Questions • ❑ Image Library ❑ Job Postings ❑ Link Library ❑ News and Newsletters ❑ Printable Pages ❑ Site Search - la Sitemap Generator ❑ Staff Directory - ❑ Survey Tool. Each of these interactive components is described in detail below. Please keep in mind that with our advanced content management tool, you can manage content in your website without interactive components. These advanced components, however, provide a much higher level of usability and make managing content much easier for your staff. When choosing whether to implement a specialized interactive component, the variables to consider are budget, frequency of content changes, and volume of a - 30 - vision Internet specific type of content. We believe the components included here provide you the best value for your needs. Customization of the Vision Content Management Tool includes the front-end graphic design and layout as well as adding or subtracting fields for your specific needs. Our clients appreciate the flexibility that this level of customization provides over the cookie cutter offerings of our competitors. APPROVAL CYCLE For websites where content authorship and updates are distributed throughout an organization's departments, it is helpful to implement the Approval Cycle tools where content updates and changes do not go live on the website until they have been approved by one or more persons. This allows you to segment the management of content by groups of users (such as departments), in addition to types of content as determined by the interactive components. It is extremely flexible allowing you to define as many workflows as you require with as many steps in the approval as you deem necessary. Most clients have one workflow per department with up to four or five steps in each. CALENDAR The Calendar can improve attendance at your events and meetings by making it easier for users to find the types of events most important to them. The Calendar can be implemented in a user-friendly monthly, or yearly, format. To further assist users, the Calendar has filtering tools that allow users to find information by month, category, or even departments. This makes it quite easy to locate specific information. To make Calendar management simple for staff, all events are stored in a central database. Additionally, it provides the same formatting tools available for authoring pages, thus allowing users to add images, create links to other content in the website, and attach documents (such as flyers, agendas, staff reports or any other type of document) from the Document Central. Your staff can easily add, delete, or modify events through a simple browser interface. What a wonderful time savings! To further help you save time, our Recurring Event Tool allows you to create recurring events where the same event, such as monthly commission meetings, can be setup in one easy step. It allows weekly, monthly, and yearly recurring events (i.e. it can use calendar dates, as in the 5"' of each month, or days, as in the first Tuesday of each month). Once the individual events are defined, you can edit them independently. This enables each event to have its own unique description, agenda, and so on. It is a useful tool that will make managing your events a snap. Your staff will love it! DESIGN THEMES The Design Themes tool allows you to give subsections of the website their own unique look and feel. This provides overall navigational and page layout consistency for your website visitors. The navigational and page layout consistency will make navigating the site easier for your users; the structure will remain the same throughout the website. At the same time, however, by being able to apply different graphic designs and color schemes to different sections, you can incorporate distinct branding -31 - elements into a single website. To make it easy for your staff, they simply select the design theme to be applied to the page, from a list of available options that Vision Internet defines for the content management tool. It couldn't be simpler! DOCUMENT CENTRAL One of the main reasons people visit a local government website is to get information and download important documents and forms. With the Document Central, website visitors can easily find the information they need, and you can slash the printing or distribution costs for all types of documents. Based on our extensive experience in content management, we recommend a centralized location for all documents. This allows website visitors to browse for documents from a single, categorized location as well as to access the information from individual pages within the website. Furthermore, it allows easier administrator management of the documents, thus preventing confusing links and ensuring there are not multiple versions of the same document throughout the site. You can also replace a file in the Document Central and eliminate the need for updating links to documents from within pages throughout the website. We recommend all documents be stored in Adobe Acrobat PDF format to enable everyone to view, regardless of platform. However, you may upload most types of files including Microsoft Word, Excel, graphics files, and audio or video clips. DYNAMIC HOMEPAGE A Dynamic Homepage is one of the cornerstones of a successful website. It can automatically display content from most of the Interactive Components included in this proposal. This reduces staff time in maintaining the site, while drawing attention to your most important content right on the homepage. When combined with the Calendar and News components, it is a great way to keep your site fresh by ensuring that your website visitors are exposed to perishable content like news and events. We will work with you to determine the best layout for your Dynamic Homepage. We will then implement a predefined template that may incorporate links, introductory or teaser text, and even photo thumbnails. Additionally, we can implement the Dynamic Homepage to list upcoming events from the Calendar, documents from the Document Central, and news from the optional News component. While a single Dynamic Homepage is usually required, additional pages can be implemented for departments or specific audiences. This has proven popular for agencies, such as yours, to create an overall identity, while enabling individual departments to more effectively promote their own services. Other included interactive components (such as Calendar, FAQ, News, Link Library, etc.) can be filtered by department and displayed within that specific department's page. This way, within a predefined Department Page (i.e. either department homepage or sub -pages), a website visitor only sees content specific to that department. Pricing is based on the number of additional homepage templates required. Included in your project, is a main homepage plus a template for department homepages. - 32 - vision intern e t E -NOTIFICATION Increase communication, draw in more repeat users, and get important information out quickly, using our email based e -Notification tool. Our tool provides a sign-up box allowing users to add their email addresses to receive important notices, and set their preferences for the e -notifications they would like to receive. Each registration is verified via a confirmation email that the user must respond to in order to complete the registration process. This same mechanism allows each user to change preferences including opting out from subscription lists. To better manage the e -notification process, your staff can see how many subscribers there are for each category, plus edit subscriber information and export the subscriber database for use in other systems. The e -Notification tool also integrates with the News and Newsletters components, providing you the ability to broadcast news and newsletter content from your website to your subscribers. There is no need to recreate the content. This integrated approach enables your users to sign up for different types and categories of content on a single subscription page in order to have it delivered directly into their email box. FORWARD TO A FRIEND What better way to build traffic to your website than through the Forward to a Friend component. In content rich websites like yours, people will often find information they want to share with others. With the Forward to a Friend component, you can flag individual pages as available for forwarding to a coworker, friend or colleague. Additionally, the interactive components will automatically have a button for forwarding to a friend. The simple form asks for both the sender's and recipient's email addresses, and, if they care to, allows comments to send any along with the page link. The recipient will receive a short email from their colleague directing them to a specific page on your website. This tool empowers your website visitors to share information from your website that they find particularly useful. FREQUENTLY ASKED QUESTIONS Frequently Asked Questions (FAQ) are a website staple that visitors have come to expect. While traditional FAQs consist of long lists of questions that may overwhelm website visitors, our component provides a simple and easy way for users to find the information they need. Website visitors are able to browse the list of questions (and answers) by categories you define. Because multiple categories may be assigned to each question, your visitors will be able to find answers, based upon the category that best matches what they are looking for. Your staff will also love the feature because, unlike creating a FAQ page manually (which can be tedious and time consuming), our simple tool makes it easy. They input all questions and answers through a simple, centralized interface where they enter the question, the answer, and assign one or more categories to the FAQ. Our tool does the rest! IMAGE LIBRARY The Image Library is a centralized place where all images used in the website are stored. This saves space as there is a single version of each image used on the website. - 33 - vision Internet This also provides greater control, as you can restrict the ability to add new images to specific staff members within your organization. When deleting images from the Image Library, they are archived to prevent accidental broken links within the website. JOB POSTINGS Job Postings is one of the most popular types of content on local government websites. By posting jobs within the site, you are both attracting possible candidates, plus averting the flood of telephone inquiries about jobs that do not exist. This, of course, keeps your administrative costs down. Our Job Postings tool makes posting jobs a snap. Your HR staff simply fills out a form that can have any number of fields you define (such as position, department, salary, and benefits). Postings can be scheduled as to when they go live on the website and when they expire, thus reducing your administrative time and costs. To make it easy for users, postings can include interactive tools for filtering available positions by category, type of position, posting date, and salary. As is normal for all our components, your staff is able to define the categories or classification of Job Postings. Additionally, you are able to attach PDF forms or link to a simple job application to allow people to fill out their job applications online. For a more advanced approach, please see the description of our optional Job Applicant Manager on page 37. LINK LIBRARY Site visitors appreciate having links to important information and resources. While you can add links to virtually any page using our content management tool, our interactive Link Library provides a better alternative if you will have hundreds of links. It is better because it allows users to browse links they are interested in, based upon categories you predefine. Since there may be several categories that apply to an individual link, multiple categories can be assigned to each link without double entry. Keep in mind that this is more than simply adding the URL; you can give the link a name, add a description, and, if you choose, a thumbnail photo. To our knowledge, the Link Library is unique to Vision Internet, and is just one of the many tools that set our websites apart from our competitors. NEWS AND NEWSLETTERS By posting news to your site, you will improve communication with your target audiences. Our experience is that news can take many forms, including press releases, newsletters, feature stories, and "what's new" content. With our News and Newsletters component, each of these types of news can be implemented into a single section of the website, or have their own. To ensure usability for website visitors, while providing simplicity for staff, news content is automatically moved to an archive section at a predefined interval such as 90 days after publishing. Website visitors can browse the archive by filtering news articles based upon defined categories and date ranges of interest. It is a great way to provide a historical archive while making it easy to administer. Your project can include up to two types of news, each with their own sections on the website. - 34 - When combined with the Dynamic Homepage, the most recent news items can also be posted on the homepage. With the e -Notification tool, you can send the news items to registered subscribers at the touch of a button. PRINTABLE PAGES In government websites, there are often long pages of content that people prefer to print out for reading or keeping for future reference. With the Printable Pages component, you can flag individual pages as "printable" plus all interactive components will automatically have a button for printable pages. With this functionality, users would see a print button on the page that, when pushed, would display the page in a window that is properly formatted for printing. SITE SEARCH Site users can find the specific content they need through the powerful search engine dtSearch. The tool will search both HTML pages and documents like Adobe PDF files and Microsoft Word documents. It will return results in order of relevance based upon frequency of search words in the page content or metadata. In an optional, advanced mode implementation, dtSearch supports full Boolean key word searches. This is third party software that needs to be installed on the web server. SITEMAP GENERATOR Some people prefer to navigate from a central sitemap where they are able to quickly see a snapshot of the overall website structure. Additionally, most blind people will use the sitemap as the principal source of navigation because it is much faster for their screen reader software to move through the site. The Sitemap Generator makes it easy for website visitors, and staff alike, by automatically generating a sitemap based upon the current site hierarchy. When a change is made to a page location on the website, it is automatically updated on the sitemap. This ensures up-to-the-minute accuracy, and is much easier than staff having to maintain a static sitemap. STAFF DIRECTORY It is often difficult for website visitors to find the correct person or department to contact in a government agency. The useful Staff Directory component makes it easy to locate the correct contact. It can list all staff persons, departments, even related agencies and partners, along with their contact information and description of their role, or area, of specialization. Your website visitors will love the convenience, simplicity, and accessibility; they can easily filter the list of staff, based upon name, department or other criteria determined to be important for your website visitors. Additionally, your staff will be happy that they can make their email addresses available to other people without exposing themselves to spammers. Our tool "masks" email address so the crawling software used by spammers cannot automatically pickup email addresses from your website. SURVEY TOOL With the online Survey Tool, you will have the ability to easily create your own online surveys and track the results in real-time. In contrast to the traditional paper survey - 35 - vision Internet approach, online surveys are more convenient for people because it eliminates the time and expense of mailing back survey responses. Administrators can customize questions as well as create multiple choices. Furthermore, you can display the results in several formats, including graphical representations. This allows your staff to aggregate the responses and view them in report format. The online Survey Tool supports fill in the blank, multiple choice, multiple select, and ranking type questions. It also has an export function so you can analyze the results using Excel, or any other program capable of importing CSV files. This is a third party tool and we are only able to offer customization of the graphic design. The Approval Cycle functionality is not available for surveys. Optional Interactive Components Vision Internet creates custom solutions; therefore, we are able to offer you virtually any type of function you can conceive. Below is a sampling of other components available to you. Because our content management tool is so flexible, you may add these at any time in the future for an additional budget. ❑ Advanced Online Forms ❑ Message Board ❑ Business Directory o Most Popular Pages ❑ Crime Statistics a Multilingual Support o Donation Acceptance Tool ❑ Officials' Corner _J ❑ Dynamic Banner Ads o Photo Gallery u e -Postcards o Real Estate Listings f ❑ e -Procurement Tool o Resource Finder o Event Registration ❑ Rotating Photos ❑ Facilities Database a Rotating Quotes ❑ Intranet/Extranet t/o RFP Posting ❑ Itinerary Builder ❑ Online Payments ❑ Job Applicant Manager ❑ Team Collaboration ✓❑ Media Center ❑ Virtual Tours o Member Only Section ❑ Weather Update Based upon our extensive knowledge of government needs, plus reviewing your existing website, we believe the following additional components may be of benefit to you. You did not specifically request them so we list them as optional. We can implement them now or at any time in the future. We list them to demonstrate that we have the ability to be your long-term partner. They would be under an additional budget or you can "swap" any of the included components for optional components of equivalent value. Recommended components are: • Advanced Online Forms tZ❑ Most Popular Pages o - • - • • ` - • k ana • e ✓❑ Photo Gallery ✓❑ Meeting Agen.a and Minutes ✓pyo - 36 - o RFP Posting NOTE: Within your RFP, you also requested information on Panoramic Video, Virtual Tours, and e -Commerce. These types of applications would be highly specialized for your needs with a wide range of possible budgets. We have; however, implemented these types of solutions for other clients and are able to work with you to determine the exact implementation and budget to fit your needs. ADVANCED ONLINE FORMS Online forms are a great way to collect information from your website visitors. While our content management tool supports creating basic online forms, we are able to generate more Advanced Forms that can perform complex validations, calculations, and have drop down boxes for selecting options. Users would fill out the form, print it, and mail it to the appropriate department, or automatically send it as an email to the appropriate staff member. In the case of an email routing, the visitor would automatically receive an email response, while the appropriate staff person would receive an email with information for follow up. Alternatively, for forms that require an original signature, we can create a PDF writable file. The user can open this in the browser, fill out the fields, print, sign, and mail it to the appropriate address. The budget for creating online forms is based upon the actual time required for programming the forms and/or integrating them with existing databases. As part of our consulting process, we will evaluate forms to be added to the website, and provide you with a quote for implementing the advanced forms. As an option, Advanced Forms can have the information stored in a database. We will provide you a fixed quote for Advanced Forms after we better understand your needs during the consulting stages of your project JOB APPLICANT MANAGER With the Job Applicant Manager, website visitors can apply for jobs online by filling out an application and submitting it for a specific job or for possible future jobs. The information is stored in a central database, and when submitted for a specific job, it is emailed to the manager responsible for hiring the position. HR can generate lists of prospective employees via interactive tools where they filter by skills, experience, salary requirements, and/or date application is submitted. This is the ideal tool for cities that are filling several positions per month or want to build a database of applicants for future positions. MEETING AGENDA AND MINUTES Meeting Agenda and Minutes is a staple to virtually all local government websites. It offers various advantages such as allowing you to quickly, and immediately, make public information available, while at the same time reducing your costs for distributing information. Our standard content management tool allows you to post this type of information, however our advanced Meeting Agenda and Minutes tool provides much more. Integrating with the Calendar tool, administrators can add agendas and minutes in a single, easy step. By letting website users access meeting information, agendas and - 37 - •vision Internet minutes directly on the website, you can reduce printing and postage costs while improving responsiveness. Our Meeting Agenda and Minutes tool allows users to easily view current, or archived, meeting information when they wish. This will allow non- technical staff to quickly and easily add, delete, or modify agendas, minutes, handouts, action items, and related documents. MOST POPULAR PAGES TOOL You users will love having the most important and popular pages of your website at their finger tips. With the Most Popular Pages Tool, users can filter lists of pages by the department or topic your staff has assigned to the pages. Because the tool also tracks how many times each page is viewed, the list automatically shows the most popular pages in descending order. The interactive list may be displayed within a box on the homepage, on sub -pages, and as its own fully interactive page. PHOTO GALLERY Nothing spices up a website like pictures. With our Photo Gallery component, your website visitors can browse pictures of your beautiful city and its exciting events. Users can view photo albums defined by your staff, and either look at photos via clicking on thumbnails or simply viewing them all in a slide show. While you can setup the basic photo albums with our content management tool, the Photo Gallery component includes several tools to make administration much easier. Simply upload the image to the new album, and add a caption; thumbnails are automatically created and added to pages based upon the predefined template. Also, to ensure accessibility, and Section 508 compliance, the necessary alt -tags are automatically added to each photo. What a great way to save staff time while spicing up your website! RFP POSTINGS To make future Requests for Proposals simpler, easier to manage, and more cost effective, the website can include an RFP Postings where they can be posted along with amendments and updates. Potential vendors can download RFPs in a PDF format. Because RFPs are time sensitive, you can schedule when the RFP posting would be live on the website and when it would be removed, thus ensuring your website is kept up-to-date with minimal staff time required. NOTE: Vision Internet also offers a full e -Procurement Application that includes vendor management tools, online bidding, automatic distribution of RFPs and addendums, and enforces government procurement best practices. This advanced tool can enable you to reach paperless purchasing, and significantly streamline your procurement process. It is much more affordable than most online bidding applications, and may be helpful if you are posting several bid opportunities per month. Other Optional Services Vision Internet is a full service firm able to offer all services required to build and maintain your website. This includes website maintenance, support, and hosting - 38 - vision Intern e t services. While you are not required to use any of these, you can rest assured knowing that we are able to provide you the support you need to ensure your project's long- term success. Website Maintenance Content management tools enable you to easily handle the content of the website without the need of programming experience. This can save you considerable time and money over a static website that requires a technical person to manage. Sometimes, however, you may need to expand the scope of the website by adding new components, changing the graphic design, or designing complex pages. Therefore, as your partner, we provide website maintenance services. We perform website maintenance by using the following procedure: 1. When receiving the service requirements from a client, our in-house team will first analyze the request, and then, come up with the best solution for performing updates to the website on our testing server. 2. After completing the changes, our quality assurance staff will conduct testing of all the updates to make sure that changes are consistent with the existing website and that there are no programming -bugs. 3. After our quality assurance tester confirms the updates, we transfer the files from the testing server to the live server. Our three-step procedure assures quality service, efficiency, and on time delivery. We are committed to our clients, offering a 48-hour turnaround time for most web content and simple graphics modifications to the website. For larger tasks such as adding new components, we will provide you with an estimate before beginning work. Technical Support We at Vision Internet, stand behind our clients and can provide you with the support you need. Most of our clients have an internal point person who serves as the first level of support for staff members by answering their questions and showing them how to perform basic functions using the content management tool. From time -to -time, however, your internal point person or webmaster may have questions regarding how to perform tasks, configure the system, or what is the best way to accomplish some organizational need. In all cases, Vision Internet is able to address your technical and/or operational needs. You will be assigned a service support person who will serve as your first level of support and manage any needs you may have. Because Vision Internet is looking forward to building a long-term relationship with you, we will provide three months FREE website maintenance and technical support. - 39 - vision Internet Optional Maintenance/Support Plan Beyond the initial three months, many of our clients opt to buy blocks of hours for maintenance and technical support at a lower blended rate. Vision Internet is unique in that at the end of a one year -term, we allow clients to apply any unused hours towards additional interactive components or adding new functionality to the website. Our clients find this is a much better value than simply paying a maintenance agreement that includes technical support or updates that may never be needed. Conversely, they are able to choose the exact tools or functionality that will be of maximum benefit to them. Another added benefit to this approach is that you can add new functionality to our website under maintenance bud•ets rather than the harder to come b ca.ital budget funds. Most clients only use three to four hours of support/maintenance per quarter but will purchase a maintenance contract of five to ten hours per month because of the exceptional value it provides for future developments. Website Hosting For over nine years, website hosting has been an integral part of our operations. We started our business as an Internet Service Provider (ISP) offering full service connectivity, design, and hosting. As the business evolved, we developed our relationship with Level 3, a global network provider, which enables us to provide comprehensive hosting solutions for our clients. We have our own co -location suite within the convenient and secure Level 3 facility. Our hosting services include: ❑ Unlimited Storage ❑ Unlimited Bandwidth o T3 bandwidth (over a 100 Mbps digital line) ❑ Power failure equipment including battery backup o Redundant generator backup ❑ Microsoft Windows Server 2003 w/ IIS 6.0 o Microsoft SQL Server 2000 ❑ Full climate control ❑ Cisco routers and redundant Dell servers ❑ Security access via ID, palm scanner, and key card ❑ Guaranteed 99.9% uptime o Monthly WebTrends reports To show our commitment, we will provide the first three -months at no charge. With Vision Internet, you are not locked into using our web hosting services. However, many of our government clients throughout the country use our hosting services because of its exceptional value and administrative simplicity. MONTHLY WEBTRENDS REPORTS - 40 - vision Internet To make sure you realize the full potential of your website project, it is highly recommended you actively monitor traffic to the website and content most utilized by visitors. For our website hosting clients, we offer WebTrends Log Analyzer software to study the site traffic. WebTrends presents the site traffic reports in an organized and concise format with full-color graphics. By utilizing this software, we are able to offer complete reports on website visitor patterns, referring sites, visitor paths, and demographics. The reports enable you to understand the website end-users, what search engines and keywords they use to find your website, the pages they access, and much more. The reports also provide activity and technical statistics that contain information about the average number of visits, the least and most active days, the length of visits, the total hits, the errors found on the pages, etc. We make the WebTrends reports accessible to you over the web. rw.acw.w ♦ 6..vx.i, • PRoueoskonad C u.a.r.,_ _. • neemvlw Nopen Nn•i 11FI/A02W91ID• 1241IL:aslW VM1,,nf ILwvl41 3103.13,1•I6 s° M TI w°1Ae.ai,,* fl....o.w.m•11. m.cn..lsalm ud. wwuw• M. '"al ..'-i r 1 P �q�.' !eis m • Ian ...Ras Me RR 42,1 II* *II *RUM Rd *RID= ORR* 1ST .rIT/2....12[lmiyeii.M 9e..w..e 6=2ry. a •• I.Tu 1 em _ •MNw. vY.YMMsi..l ARRRas KM UZI ,, MC a� Me l£+i...u• 10= *-ti ^^ mph 0100 NA. �Wi w . Y'4.YM.l. a Mie l,e .Ir.MbMI. 1212 ,:MMe,MGe ?$ - 41 - vision Internet THE VISION PROCESS Throughout our nine years of web strategy experience, we have constantly developed and refined our implementation process. This process consists of six stages. In each, there are formal review and approval points to give you full control of the project and ensure the final website meets your expectations. This process is explained in the sections below. Stage 1: Vision Stage In the Vision Stage, we work with you to create the vision for your website now and for the future. The Vision Stage places heavy emphasis on the objectives of the website and how it supports the overall organizational goals. To create the vision, we will: ❑ Prepare and tabulate surveys of key decision makers. The survey will focus on goals and objectives, what is good and bad about your current site, examples of sites you like, and many other topics. ❑ If desired, we can also perform an online survey that collects input from your website visitors. There would be a link on your existing website that directs visitors to a quantitative survey that collects information on your website visitors' needs and desires. ❑ Review your existing website and the websites of other cities. ❑ Study examples of other websites you like. ❑ Hold a brainstorming session with your web team. ❑ Collect all content and materials for the new website. The heart of this stage of the project is the brainstorming sessions where we discuss your current website, the results of surveys, the needs of users and staff, and possible approaches for the future. This serves to gain insights and create general support for the project. We will also discuss operational considerations for once the website launches. This operational discussion will be a two-way dialog where you provide us information about the operational needs of the City of Round Rock and we share with you our experience and knowledge based upon the best practices we have discovered over the years. Stage 2: Concept Stage In the Concept Stage, we will create the blueprint for realizing the vision. To do this, we will develop the site infrastructure that includes: ❑ Creation of a navigation strategy that supports easy access to information. ❑ Categorization of pages according to the navigation strategy. ❑ Creation of a conceptual sitemap. The navigation or information architecture will take into account your current needs plus allow for future expansion and growth. ❑ Recommendation of interactive components to support easy navigation through special types of content, such as events and news. - 42 - •vision Intern e t ❑ Drafting of a homepage layout wire frame that shows the placement of key information and dynamic content. The Concept Stage will end with your approval of the sitemap and homepage layout wire frame. Stage 3: Design Stage In this stage, our creative team will continue with the creative graphic design for your homepage, based on the approved homepage layout wire frame. Our creative ability and expertise will allow us to develop compelling graphic design to make your website look great, while maintaining its usability. We will work very closely with your staff to establish a look and feel for the website that reflects your unique identity. Website/Graphic Design will include: ❑ Up to three (3) homepage design concepts to establish direction. ❑ Design of custom icons, buttons, screen elements, and backgrounds, if desired. ❑ Efficient and streamlined navigation and site architecture. ❑ Optimization for speed. ❑ Consistent graphics, structure, and navigation design. Towards the end of this stage, we will present final homepage design concepts for your approval. You will select one for implementation in the new website. Stage 4: Development Stage This stage includes the interior page design and programming the website according to the approved specifications and creative design. Programming will include the implementation of the content management tool and development of the interactive components. Our creative team will give direction for the sub -level page design. Though we do not create content as part of our services, we do include in the scope of your project the migration of up to 200 pages into the new website. Stage 5: Quality Assurance, Documentation, and Training Stage While quality assurance is an integral part of every stage of the project, in the Quality Assurance Stage we do extensive testing and reviewing of the website code. We will thoroughly follow an exhaustive checklist of all pages and functions created during the development stage. You will have a staff representative participate in this process to verify the site fulfills the expectations for the project. Within this stage, we will also provide training for the content authors from each of the departments in addition to an overall system administrator. For content authors, we will train them on how to create and update content using the content management tool, and for the administrator we will instruct on managing security, system configuration, and other advanced topics. A custom training manual and reference is provided for updating the website. The manual incorporates screenshots from your website, making it easy for staff to understand and use. - 43 - ,visi.on Internet Stage 6: Launch Stage In the Launch Stage, the website is moved to the production server. We again go through the final quality assurance process ensuring the site transfers correctly. After you approve that the website is ready to launch, the website will be made available to the public. We will continue to monitor the website over the next three months to make sure that the entire site is functioning properly. Project Schedu/e The table below shows our recommended development and launch schedule along with a list of key deliverables/milestones. We can, however, work with you to find a way to shorten the schedule if you require. * The schedu/e may vary largely depending on optional components and participant decision times. -44- Vision Stage ❑ Stakeholder surveys o Brainstorming session 2 — 4 Weeks Concept Stage o Conceptualized sitemap ❑ Homepage layout wire frame 2 — 4 Weeks Design Stage ❑ Three homepage design comprehensives o Custom icons, buttons, screen elements and backgrounds o Complete navigation design 3 — 4 Weeks Development Stage ❑ Programming of the website o Migration of up to 200 pages of content 4 — 9 Weeks Quality Assurance and Documentation Stage o Completed website o Customized training manual o Onsite Training 2 — 3 Weeks Soft Launch & Final Launch o Move website to production server LiContinued final testing o Website goes live 2 Weeks Total estimated time to launch 15 — 26 Weeks * The schedu/e may vary largely depending on optional components and participant decision times. -44- vision Intern e t INVESTMENT PROPOSAL Due to our extensive experience creating government -related websites, and implementing content management tools, we are able to offer City of Round Rock a custom solution at a cost normally associated with a canned -solution or second-class website with poor design and inferior technology. We are certain that in reviewing this proposal, you will realize Vision Internet clearly stands out above the competition and is the best choice for guaranteed results. While we may not be the lowest bid, our clients tell us that we provide the best overall value. Consulting Project Management Design Design Production Dynamic Programming HTML Programming Content Migration Quality Assurance Training/Documentation 9 $125 $11,500 55 $125 $6,875 5 $100 $5,900 31 $85 $2,635 275 $125 $34,375 — CM S> 3 $75 $2,925 $75 $0 46 $95 $4,370 75 $100 $7,500 Total not to Exceed $76,080' Vision Internet is looking forward to building a long-term relationship. As a token of our commitment to your success, we will offer the following services at no cost: ❑ Three months free hosting' ($600 value) ❑ Three months free maintenance and support2 ($1,500 value) ❑ All travel costs ($1,500 value) ❑ One-year free Warranty2 ($10,000 value) Pricing for Optional/Additional Work In the proposal, we outlined a number of options. You are in no way obligated to accept these recommendations; we offer them to demonstrate our forward thinking. Below is pricing for these options: ' Requires one-year commitment. 2 Up to five hours per month. 2 For details, see "Included Warranty" on page 47. - 45 - • vision Internet Optional Components dvanced Online Farms (Estimate :per form) Job Applicant Manager' Meeting Agenda and Minutes Most Popular Pages. Photo Gallery RFP Posting $500 $5,000 - $7,500 $3,050 $3,050 $4,020 $4,020 Optional Website Maintenance and Support Beyond the initial development of the website, Vision Internet is able to provide ongoing website maintenance services. The following table shows our maintenance fee structure for services on an as -needed basis. For a description of our maintenance services, refer to the description on page 39. Custom Programming HTML Programming/Technical Support Because Vision Internet is looking forward to building a long-term relationship with you, we will provide three months FREE website maintenance (up to five hours per month - approximate value $1,500). NOTE: Support and Maintenance Contracts are available for as little as $500 per month. Remember, any unused time can be applied to acquiring new interactive tools or components at the end of a year term. For a description, please refer to "Optional Maintenance/Support Plan" on page 40. A quote for a Support and Maintenance Contract will be provided upon request. Optional Website Hosting Hosting is an optional service that we provide to many of our clients. For a description of our hosting services, refer to page 38. Again, as a courtesy to you, we will provide the first three months at no charge. Vision Internet can host your website beyond the initial three months for $200 per month. 3 We will provide a firm quote after we have an opportunity to review your requirement and to draft firm specifications. All pricing will be based upon the time required to create the forms. All forms by their nature are custom. Because employment applications, by their nature, are completely customized, the final pricing will depend upon the complexity of the application. - 46 - Additional Information Included Warranty All programming code within the project developed by Vision Internet is warranted for a period of one-year from the date of the launch. We will create a backup of the website when it is launched. If any problem arises while you are maintaining the site, we will be able to restore the site back to its condition as it existed at the launch. If we are maintaining and hosting the site, we can restore it to its condition as it existed at the day of the last back up, should a problem arise. In our ten years of business, we have not had any significant problems arise, due to our extensive quality assurance. Most of our competitors do not even offer a warranty of any kind. We stand behind our work and offer you a full one-year warranty at no charge! Sub -Contracting To maintain quality control, all core services are performed in house. This assures cost effectiveness, efficiency, and consistency. Terms and Conditions Vision Internet agrees to perform the services at the prices quoted in this proposal. This quote is valid for 180 days. - 47 - vision Intern e t CONCLUSION By implementing your new website as we propose, the City of Round Rock will make a quantum leap forward in its ability to serve its community. The website will incorporate advanced content management tools, highly interactive content, and enable citizens to get the information they need when they need it. It is our creativity and our attention to our clients' unique needs and identity that allows us to create award-winning quality websites. Examples include sites for the Big Blue Bus, Community Transit, Wood County Employment Resource Center, City of College Station, and City of Diamond Bar. We are very excited for the opportunity to direct our creativity and technical expertise in creating unique solutions for you and your community. We are confident that our expertise in consulting, graphic design, programming, and client support will result in the unique solution you are looking for. As we move ahead with this project together, we look forward to providing you with the highest quality and innovative services available. Respectfully submitted, I.4 Tim D. Schmidt / Steven B. Chapin President, Vision Internet Providers, Inc. Vice President, Vision Internet Providers, Inc. - 48 - vision Internet APPENDIX 1: THE VISION TEAM Over the past nine years, Vision Internet has assembled a fantastic team of motivated, passionate individuals excited about the work they do and the solutions they provide. Coming from a variety of backgrounds, each contributes exceptional technical skills, solid business expertise, and diverse industry experience. Vision Internet's ten team -members have diverse, overlapping skills guaranteed to make your project an overwhelming success. As you read their profiles, you will recognize their extensive individual experience, expertise, and contributions to many successful projects. The team includes: ❑ Steven B. Chapin - President and Founder o Tim Schmidt - Vice President o William lek — Manager of Client Services o Jay Ding — Manager of Technology ❑ Tom Johnson — Project Manager o John Vu — Senior Developer ❑ Li Zhang — Senior Developer ❑ Uriz Goldman — Developer o James Jardine — Creative Director ❑ Sandra Vu — Designer Biographies of key team members are provided in the following section. Biographies of Vision Internet Team STEVEN B. CHAPIN - PRESIDENT AND FOUNDER Mr. Chapin offers extensive experience in the website industry. As founder and president of Vision Internet, he has managed his team on several high profile projects for commercial clients, governments, and non -profits. His vision has taken the company from an ISP to a full service web development firm with a focus on government clients. As the leader of the Vision Internet team, Mr. Chapin is fastidious in the work his company produces for clients. He always strives to exceed client expectations and requires his team to go above -and -beyond. As a result, Vision Internet has received numerous awards for its work along with significant press coverage. Most notably is the US News and World Reportthat features Mr. Chapin on the cover. In addition to running Vision Internet, Mr. Chapin is heavily involved in community service, including eight -years on the Board of Directors of the Junior Chamber of Commerce, the Santa Monica College General Advisory Board, the Computer Science and Information Systems Advisory Board, as well as the advisory board to ProjectEcho, which trains young people on entrepreneurship. Mr. Chapin has made a commitment to bettering the lives of young people, and he has received several honors for his professional and community work. They include such honors as the Distinguished - 49 - vision Internet Service Award, a mayor's commendation, and the Kulp Award, which is given to the top chapter president in the United States of the Junior Chamber of Commerce (over 80,000 members). He is an honors graduate of the University of Southern California. TIM SCHMIDT - VICE PRESIDENT Mr. Schmidt is a well-rounded entrepreneur and professional manager. He is able to draw upon a variety of experience and knowledge in the areas of sales, marketing, operations, technology, and finance, consulting with companies on how to develop effective online and offline strategies. He is especially good at immersing himself into the details of an organization, spotting the trends and opportunities, and emerging with creative and effective ideas and strategies. Furthermore, he has the analytical skills to filter the winners from the losers, and the attention to detail that enables him to create specific plans of action. Mr. Schmidt has a strong background in technology having served as a programmer, technician, and a senior technical manager of a large European -based, international technical company. Both as part of the management team and as an outside consultant, he has participated in the founding and growth of more than a dozen technical and traditional companies. As a public employee, he launched a new state program - TechForce. He has various civic and non-profit experiences. Project experience includes U.S. Air National Guard, City of College Station, City of Evansville, Vanderburgh County, City of Longview, Round Rock Independent School District, Columbia Basin College, Greenbrier Convention and Visitors' Bureau, and National Purchasing Institute. Mr. Schmidt holds a Bachelor's degree in Business Management and extensive secondary education in marketing and technology. Roles Served: Consulting and Project Management. WILLIAM IEK - MANAGER OF CLIENT SERVICES Mr. lek is Vision Internet's most senior project manager and leader of the project management and client support teams. He uses his exceptional knowledge in project management, web technologies, and in web usability to develop the firm's Vision Implementation Process and all supporting methodologies that have enabled Vision Internet to deliver successful projects. He designed processes to take into account different organization and decision structures to serve all types of corporate, government, and education clients. He draws from extensive experience and knowledge of information architecture, marketing, business management, and planning to assist clients in finding web solutions that complement and enhance overall corporate images, business processes, and strategic positioning. Joining the team in 1998, he has personally managed countless successful projects. A sampling of project clients includes City of Santa Monica kiosks, Community Transit, Houston -Galveston Area Council, Wood County Employment Resource Center, Horizon Airlines, Pacific Income Advisors, Florida Partnership for School Readiness, - 50 - vision Internet CB/Richard Ellis Investors, City of Diamond Bar, City of Santa Clarita, Alameda County Waste Management Authority, Dallas County Community College District, UCLA Law School and all major internal development projects such as our content management tool and e -procurement system. He earned his degree in Business Management from USC Marshall School of Business where he specialized in information architecture and graduated at the top of his class. Roles Served: Consulting, Project Management, Usability Studies, and Information Architecture. JAY DING - MANAGER OF TECHNOLOGY Mr. Ding uses his extensive knowledge and experience in web -technologies to lead Vision Internet's development team and set the technical direction of the company's development. He is a senior web programmer and lead product manager skilled in HTML, ASP, JavaScript, and Cold Fusion. He is also an authority in Section 508 accessibility issues. He excels in database design, development, and information architecture. He uses these tools to create kiosk, content management, and e-commerce solutions using Microsoft SQL Server and Oracle databases. His programming skill set also includes C++, Java, Pascal, and Visual Basic. He is an expert in content management including third -party Microsoft CMS, and Stellent, plus he led the development of the Vision Content Management Tool. As a senior project manager, he has extensive experience in managing complex projects to deliver sophisticated websites for Vision Internet's clients including Los Angeles County Ford Amphitheatre, Los Angeles Opera, United Airlines, California Junior Chamber of Commerce, Cozmo Card, Academic Studies Associates, Garfield County, City of Lynchburg, Columbia County, Round Rock Independent School District, City of Englewood, and Accessible Activities, for whom he developed a content management solution for a blind webmaster. Mr. Ding earned a Master's degree in Information Systems and an MBA from Katz Graduate School of Business, University of Pittsburgh. He is a Microsoft Certified Professional and has been part of the Vision Internet team since 1999. Roles Served: Product Management, Consulting, Project Management, Information Architecture, and Programming. TOM JOHNSON - PROJECT MANAGER Mr. Johnson is a highly experienced project manager and information architect with more than ten years programming and web development experience. Before joining Vision Internet, he worked on large-scale, international projects for such companies as Navigant and Sony Europe. Experience includes designing and developing user interfaces for complex B2B e-commerce projects. Additionally, he has special expertise coding streamlined cross -platform HTML, JavaScript, and CSS. His projects include the Ventura County Transportation Commission, City of Longview, City of Birmingham, City of Arcadia, Wood County Job and Family Services, California Association of Physician Groups, SunLine Transit, the U.S. Air National Guard, and Arcadia Unified School District. - 51 - vision Internet Mr. Johnson holds a Bachelor's degree from Northwestern University and has extensive secondary education in web management, design, and development. Roles Served: Consulting, Project Management, Information Architecture, and Production Design. JOHN VU- SENIOR DEVELOPER Mr. Vu is a truly exceptional programmer and serves as the primary developer of our content management tool and e -procurement systems plus developed many of our most advanced and innovative interactive components. Projects include City of College Station, City of Diamond Bar, City of Evansville, Dallas County Community College, Greenbrier Convention and Visitors' Bureau, and many others. Mr. Vu specializes in Visual Studio, .Net languages, and Microsoft Content Management Server. He can be found in the office day and night developing his latest "masterpiece" in any number of languages including ASP, ASP.Net, C#, C++, and SQL/Transact-SQL. He is also an expert in JavaScript (both server and client), VBScript, HTML, XHTML, DHTML/CSS, Visual Basic (COM), and XML. Mr. Vu earned his Bachelor of Arts degree from UCLA and is a Microsoft Certified Professional. Roles Served: Programming and System Design. LI ZHANG - SENIOR DEVELOPER Mr. Zhang is Vision Internet's senior developer of highly unique and custom content management tools, e-commerce, and a new tool that will interface with the police department's existing systems to provide online crime statistics and the ability to file online crime reports. He draws from years of programming, engineering, and system platform experience. In addition to his expertise in ASP, ASP.Net, PHP, XML, Java, and C++, he is also an expert in GIS with specific expertise in the ArcServe product line. His projects include the U.S.. Air National Guard, City of Citrus Heights, National Purchasing Institute, and Alameda Waste Management Authority for which he created an advanced e -Commerce tool that is capable of pricing based upon rules and conditions defined by government regulations. Current projects include SunLine Transit, Orange County District Attorney's Office, and the UCLA Law School. He holds a Bachelor's degree in Biomedical Engineering from Zhejiang University and a Master's degree in Electrical Engineering from USC. Roles Served: Programming and System Design. URIZ GOLDMAN - DEVELOPER Mr. Goldman is our implementation expert responsible for initiating and customizing the Vision Content Management Tool. His expertise in Microsoft ASP, SQL Server, and JavaScript, plus in depth knowledge of the Vision Content Management Tool, allows him to quickly and efficiently build unique websites specifically designed to meet the needs of the clients they serve. Additionally, Mr. Goldman's expertise with PHP, MySQL, and Crystal Reports allows him to maintain and integrate non -Vision Internet applications into cohesive solutions. - 52 - vision Intern e t Mr. Goldman holds a degree in Computer Science from Universidad Tecnologica de Mexico, Mexico City. Roles Served: Programming, Maintenance of Web Applications, Quality Assurance. JAMES JARDINE - CREATIVE DIRECTOR With over twelve years experience in print, publishing, and web media, Mr. Jardine is experienced in leading cross -media campaigns that deliver perfect aesthetic results. His exceptional creativity and resulting designs provide our clients with unique and exciting projects that include the award-winning websites for Los Angeles Opera featuring Placido Domingo; the City of Santa Monica kiosks; Snohomish County Community Transit; the Wood County Employment Resource Center; and the five -time award-winning City of Santa Monica's Big Blue Bus. He has spearheaded the design of countless Vision Internet projects, is a master of all major design software programs, and is an expert in usability issues (including Section 508 compliance), cross -platform and cross -browser He has iss He has led the cnsive ve a exped of erience in branding, design, communication, and typography. more than 100 websites including over 30 in the government sector. Mr. Jardine is schooled in Graphic Design from the internationally recognized Art Center in Los Angeles. Roles Served: Creative Direction and Graphic Design. SANDRA VU — DESIGNER Ms. Vu's combination of creativity and attention to detail makes her a wonderful addition to the Vision Internet team. Her creativity has resulted in unique designs for many of our most recent projects including Round Rock Independent School District, National Purchasing Institute, and Greenbrier County Convention and Visitor's Bureau. She also provides production design services for nearly every project. Ms. Vu is also our resident content migration expert and oversees the content migration of nearly every project. Her unique combination of HTML and design skills along with her attention to detail ensures the last page on the website is as perfect as the first. Ms. Vu has a Bachelor's degree in Art History from UCLA. Roles Serve: Graphic Design and Content Migration - 53 -